Price a Renewal Campaign From Last Season
Carry last season's per-site prices into a quote campaign, correct for customers who signed up late, and read each pond's treatment history before you approve.
Updated September 12, 2026
A renewal campaign quotes a whole book of customers at once, using what each site paid last season as the starting price. This article covers the two things that decide whether those numbers are right: correcting a price that only ever covered part of a season, and reading each pond's treatment history before you approve the batch.
If you have not built a quote campaign before, the send mechanics are the same as any other quote — see Send a Quote for what the customer receives.
Set your renewal increase first
De-proration happens before the renewal increase, so both settings matter. Set the percentage per work type under Sales and BillingPricing in the Renewal pricing card. If it is blank, campaigns carry last season's price unchanged.
Build the campaign
Start a quote campaign
Open Sales and BillingCampaigns, stay on the Quote Campaigns tab, and click New Quote Campaign. Pick the work type and the Season you are quoting — the season you pick decides which year's history the roster reads, which is the one before it.
Price from last season
In the Pricing section, set Price each quote from to Last season's price per site. Two more controls appear underneath.
Apply the renewal increase raises every carried price by the percentage configured for the work type. Uncheck it to renew at exactly last season's figure.
Adjust For Prorated Prior Season raises a site's carried price to a full-season rate before the increase, when that site's first visit last season landed after the season opened. It is checked by default on a new campaign.
Choose a fallback
If a customer has no prior contract decides what happens to customers you cannot price from history: use template prices, use the rate card, or skip them with no quote.
Build the roster
Click Build Quote Roster. The screen shows Building The Quote Roster while it prices everyone, then becomes the review roster. Nothing has been emailed yet.
What proration corrects
A customer who signed up in August paid an August-to-October price. Carrying that number into next season's quote prices a full season at a two-month rate.
OpsVara measures season coverage from the site's first completed visit to the close of the work type's season window, clipped by the prior contract's end date if it closed early. A pond first visited on August 3 of a May 1 – October 1 season covers 60 of 154 days, so its price bought 39% of a season.
The measurement comes from job history rather than the contract on purpose: a seasonal contract's start date is filled from the season window whatever date the customer actually signed, so the contract cannot tell you when service began.
| Situation | With the option off | With the option on |
|---|---|---|
| First visit on the season opener | Carried price, plus the increase | Same — nothing to correct |
| First visit in August | Carried price, plus the increase | Grossed up to a full season, then the increase |
| Contract ended in July | Carried price, plus the increase | Grossed up for the months not served |
| First visit in the last week of the season | Carried price, plus the increase | Unchanged — too little of the season to extrapolate from |
| No jobs last season | Carried price, plus the increase | Unchanged — no evidence either way |
A cancellation looks like a late signup
If the prior contract ended before the season closed, coverage is clipped there and the price is grossed up. That is usually right, because a cancelled plan was billed for less than a season — but the review roster shows the first visit date and the coverage percentage on every affected pond so you can override anything that reads wrong.
Read the roster before you approve
The review roster is at Sales and BillingCampaigns → the campaign → Review Quotes. Click any customer row to expand it.
Under each site's description you get that pond's season at a glance:
- Treated 11 of 13 visits (85%) — how often the crew actually applied treatment. A pond treated on most visits is more work than one that rarely needed anything, and is worth more next season.
- 2 escalations — how many times the pond was flagged for dispatch follow-up. A second signal that the pond is difficult.
- First visit Aug 3 · 38% of season — shown whenever coverage was partial, whether or not the price moved.
- Prorated: $400 → $1,026.67 for a full season, then +10% → $1,129.33 — the arithmetic, shown only on ponds the adjustment actually changed.
Rows with at least one adjusted pond show Prorated under their Last Season figure without expanding, and the header counts them under De-Prorated.
A rate with no decisions behind it
Visits logged before applicators recorded a treatment decision count as treated. On those ponds the strip reads 13 visits last season · no treatment decisions recorded instead of a percentage, so a pond nobody ever answered for is not mistaken for an easy one.
You can overwrite any price inline — type into the unit price field and tab away. The row flips to Edited and keeps your figure through approval.
Verify it worked
- Expand two or three rows and check the treatment rates against what you remember of those ponds. If they all read 100% with no decisions recorded, your crews are not recording treatment decisions and the rate is not yet a useful signal.
- On a pond you know signed up late, confirm the first visit date matches your records and that the coverage percentage is roughly the months served divided by the season length.
- Compare Batch Value against the same campaign with the proration option off. The difference should equal the sum of the adjustments you can see.
- Reload the page. Every number stays the same — the roster is snapshotted when it builds, so changing your renewal increase mid-review cannot quietly reprice a batch you already approved. Rebuild the roster if you want new settings applied.
Troubleshooting
| Problem | Cause | Fix |
|---|---|---|
| The proration checkbox is missing | Price each quote from is set to Template prices or Rate card | Switch to Last season's price per site. There is nothing to de-prorate about a template or rate card price. |
| No treatment rates anywhere on the roster | No completed jobs in the season before the campaign's Season | Check the Season on the campaign and the season window for the work type. |
| A price moved but shows no arithmetic | The pond was under the 5% coverage floor, or has no prior per-site price | Only the renewal increase applied. Expand the row to confirm. |
| Everything reads Already quoted for this season | A quote of this work type already exists for that season | Use Include Anyway on individual rows, or change the campaign's Season. |
| A price is right but the customer should not get a quote | — | Use Exclude on the row, or select several and Exclude Selected. |
Frequently asked questions
Why did one pond's price jump more than the renewal increase?
Its price was grossed up for a partial season first. Expand the row on the review roster — the pond shows its first visit date, what share of the season that covered, and the arithmetic. Turn off Adjust For Prorated Prior Season and rebuild if you would rather carry the figure as-is.
A pond shows 100% treated but we know we skipped it sometimes.
Check whether the strip says "no treatment decisions recorded". Visits logged before applicators recorded a treatment decision count as treated, so the rate is an assumption on those ponds, not an observation. Skipped days are excluded from the count entirely.
I copied last year's campaign and the proration option came back unchecked.
That is deliberate. A copied campaign reproduces what the original sent. Tick the box yourself if you want the adjustment on this run.
The treatment rate is blank for a pond we definitely serviced.
The roster reads the season before the campaign's Season, using the work type's season window. If the pond's jobs fall outside that window, or its last contract is older than one season, there is no history to show.
Can the customer see the treatment rate on their quote?
No. Those numbers live on the review roster only and are never copied onto the quote or the emailed customer copy.