# Sample renewal: Northlane Freight and Beacon Dispatch

This is a fictional sample for practice. It is not a real deal or a real person.

## What this is

Account notes for a software renewal, written by the account manager the week before the renewal conversation. Use it as your document if you did not bring one.

## The account

- Customer: Northlane Freight, a regional trucking company with 14 depots.
- What they use: Beacon Dispatch, the routing and dispatch software we sell them.
- Current contract: 84,000 dollars per year, 120 dispatcher seats, signed December 2024.
- Renewal date: December 15, 2026.
- Proposed renewal: 92,000 dollars per year, same seats, includes the new driver app.

## Who decides

- Decision-maker: Dana Okafor, Vice President of Operations. Signed the original contract. Cares about on-time delivery rate and dispatcher overtime.
- Also in the room: Marcus Bell, Director of IT. Raised vendor consolidation twice this year.
- Budget timing: Northlane sets next year's budget in the first two weeks of November. Anything not approved by then waits until February.

## The contract terms that matter

- Opt-out clause: either side can end the contract with 60 days written notice, no penalty. The last day Northlane can give notice for this term is October 16.
- Auto-renew: if nobody gives notice, the contract renews at the current price for one year.

## What has changed this year

- Seat usage dropped from 118 active dispatchers in March to 97 in August, an 18 percent drop, after Northlane closed two depots.
- On the September quarterly call, Dana mentioned that Ridgeline Logistics Software offered a "bundle deal" that includes fleet tracking.
- Two support tickets in July were open for more than a week each. Dana brought both up on the call.

## What we have delivered

- Dispatch errors fell 31 percent in the first year, measured by Northlane's own reroute log.
- Dispatcher overtime dropped by about 140 hours per quarter, worth roughly 5,600 dollars per quarter at their stated overtime rate.
- On-time delivery rate rose from 88 percent to 94 percent.

## The market

- Comparable dispatch software for a fleet this size runs 95,000 to 110,000 dollars per year, based on two public price pages and one competitor quote a prospect shared.
- Ridgeline's bundle is listed at 105,000 dollars per year, fleet tracking included.

## The objection we already know is coming

"Our usage is down 18 percent and your price is up 10 percent. Marcus wants fewer vendors, and Ridgeline will give us tracking in the same deal."