How to manage client renewals and stay on top of dates etc

[Deleted user]

Hello! I'm interested in how other Trello users use it to manage client renewals, I wondered if anyone could help. 
We have a service that is renewed annually, and each time renewal comes around there are multiple tasks to do. What I'm trying to work out is how best to manage the due date and reminders, so what tool is best for this - at the moment I'm using Trello's Start Date and Due Date feature and just setting it for a year, with an Automation to send an email two months before each due date. Any thoughts would be great.

I'm also not sure what to do with each renewal in terms of lists. Ideally we'd see the history of each renewal, so like there'd be a card for say 2020's renewal, then 2021 etc. Or just some sort of record of it. So maybe I could create a duplicate board and then setting an automated renewal of a card to be moved to the new board. They all have different renewal dates though as well, to add to the complication!

Sorry bit complicated, hopefully it makes sense what I'm aiming to do anyway!

[milynnus · Accepted solution]

@[deleted] 

There are probably many was to do it. If you primary communication is email or text, you can consider using Contalist. It offers email templates and some basic but useful automation. You can use template to spin off subscription cards with you will tag a customer via Contalist. Copy that to create a renewal with a due date. Set automation to move from list to trigger list which will fire off an email using data from card including CFs. You can embed payment links which you can generate a few dates before the trigger in a CF…etc

[Deleted user]

Thanks @milynnus, I tend to add new clients manually as it's not a very frequent thing, it's a relatively small customer base, so I'm deciding not to connect any contact forms or anything just yet. So it's more about managing the renewal date so that I know in advance when it's coming up, then creating another set of cards/lists etc to manage the tasks associated all over again for the coming renewal, if that makes sense? Managing communication and payments isn't really what I'm looking to do within Trello.
I'm not sure how to manage the lists so that there's a record of each year's renewal if you get me, I might just have each new renewal on a new board perhaps? 

[milynnus]

@[deleted] 

You should be able to use the due date command to create a new card and set the due date to {date+1y} (please check syntax) since you have the other aspects of  renewal tasks covered. You can move the card to current year + 1 as the list name using {date~YYYY} (please check syntax). 

[Deleted user]

Thank you, yes I think that's what I'll do, ta