Summary
To renew a Deal, you create a new Deal based on the old one
You can choose whether to renew all Line Items or just some
Optionally, you can set up a specific renewals pipeline in Planhat to track multi-stage renewals processes
You can use a Templated Automation or Custom Automation if you would like to create renewal Deals automatically
If you create renewal Deals in Salesforce or HubSpot, you can sync them into Planhat using our native integrations
Who is this article for?
All Planhat Users
This is particularly relevant to Users who work with Deals, or who are Planhat Admins (Tech/Ops) configuring their tenant for their organization
This article refers to new revenue features in Planhat, launching in early 2026, so you may not have access to them yet. Please speak with your Planhat CSM if you would like to discuss the rollout.
Introduction
With a background in Customer Success, Planhat has been designed for recurring revenue - licenses. In Planhat's revenue data model structure (as of early 2026), this data is recorded in Line Items of type "Subscription", associated with Deals belonging to Companies. One-off charges (e.g. for implementation) are also fully supported, and are represented as Line Items of type "Fee", also associated with Deals.
If you have fixed-term Subscriptions (e.g. a 12-month license or a 2-year contract), your aim will be to keep your customers seeing value in your products, and renewing their Subscriptions for the next time period.
In this article, we will initially go through ways in which you can manually handle these renewals, creating new Deals based on previous Deals, either renewing all the Line Items or a selection. We also describe how you can create "Open" Deals for renewals and take them through a renewal pipeline, rather than simply logging a "Closed Won" Deal for a renewal once it has been confirmed.
We will also show you how to set up an Automation to automatically create renewal Deals in response to a specific trigger. Furthermore, we touch on how you can sync externally-created renewal Deals into Planhat via integrations.
📌 Definitions
"Data models" - also called simply "models" - are the Planhat equivalent of the "objects" you may be familiar with from other tools. Data is organized into these models - we go through some key examples below. Within these models, individual examples of data are called "records"
"Company" is the model for organizations that are your prospects and customers - e.g. Company records could be "Apple" and "Zoom". Company is at the top of the Planhat data model structure
"Deal" is the "parent" revenue model for both potential sales (opportunities), confirmed sales and lost opportunities. Deals can have one or more (or no) Line Items associated with them. Each Deal is associated with a specific Company - e.g. a Deal record could be "Renewal Deal for Gong"
"Line Item" is a "child" model to the Deal model. Each Line Item corresponds to a specific unit of revenue - a "Subscription" (recurring revenue) or a "Fee" (non-recurring revenue). Each Line Item corresponds to a specific Deal, so that means it's (forecasted/actual/lost) revenue for a specific Company. An example Line Item record could be "Advanced Data on Deal with Scribe"
"Product" records act as (optional) templates for Line Items, e.g. "Advanced Data". They are housed in the "Product Catalog" within the "Settings" Global Tool
How to create a renewal Deal
Carrying out and recording a renewal in Planhat means creating a new Deal from an existing Deal and its Line Items.
You have granular control in Planhat, meaning you can:
Either: create a new Deal directly from a whole Deal (i.e. including all its Line Items, if it has multiple Line Items)
Or: create a new Deal from your selection of one or more Line Items in a Deal
Having these options gives you flexibility, meaning that if you start with a large Deal containing many Line Items, and then the next year only some of those are renewed, you can still easily perform/record this renewal in Planhat.
You can even bulk-select existing Deals and renew multiple Deals at once!
While it's possible to automate some elements of this, here we'll focus on renewing Deals manually.
Renewing a whole Deal
To renew a whole Deal (with all its Line Items), you simply:
Select your choice of Deal via the checkbox next to it
Click on "New Deal" (an option that appears at the bottom)
Fill in the details in the Create Form (discussed later), and click "Add"
... and your new Deal will be created.
📌 Important to note
You can only create a new Deal from an existing Deal that has at least one Line Item. Both "Subscription" and "Fee" type Line Items count. All these Line Items will be created on the new Deal too.
So where would you carry out this process?
You may want to log a renewal when you are focusing on one particular Company. In a Company's Full-Page Profile, you can see your "Won Deals" in a specific tab within the "Revenue" tab, as shown in the screenshot below - so you can renew a Deal from here.
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Or, you may be looking at a table of Deals for multiple Companies, in suitable Pages or Data Explorer. You can use the same method for Deal renewal here too, as shown in the example screenshot below.
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Renewing specific Line Items on a Deal
Alternatively, you may wish to create a new Deal containing some - rather than all - of the Line Items on an existing Deal.
For example, perhaps the original Deal included a Line Item that's a Fee for implementation, and now that the customer Company has been successfully onboarded, you want to renew the Subscription Line Items (licenses), but another implementation is not required and so you don't want to charge that Fee again. Or perhaps there is a downgrade, as a customer Company no longer needs a particular license, and so you are renewing one Subscription Line Item but not another.
This can be achieved by selecting one or more Line Items (rather than a Deal) before you click "New Deal".
For example, if you are viewing Deals (in either a Company Full-Page Profile or a Page or Data Explorer):
Click on the name of your choice of Deal to open up its Preview, and scroll down to the list of Line Items
Use the checkboxes to select your choice of Line Item(s)
Click "New Deal" in the option panel that appears below
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It's also possible to create a new Deal from one or more Line Items when starting from looking at Line Items directly rather than going via a Deal (example shown below), but this use case is less common.
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Next steps - Deal details
Wherever you select "New Deal", you will then see a modal appear (the Deal's "Create Form") where you can fill in some key details for your new Deal, example shown below. Then, you click "Add" in the bottom right, to create your new Deal.
🚀 Tip
This modal is a "Create Form". You can read about how to customize Create Forms (i.e. which fields are shown for each model) here.
Once you've clicked "Add" on the Create Form, this will open up the new Deal (its Preview), where you can view/edit the details.
The new Deal and its Line Items will inherit the dates from the old Deal and Line Items. So, for example:
if you start with a "Closed Won" Deal with a Renewal Date of January 5th, 2027, and it has Line Items with a 1-year Subscription
then renewing this will give a Deal with a Renewal Date of January 5th, 2028
When to create a renewal Deal - renewal strategies
Different organizations may have slightly different renewal processes, with different teams/responsibilities involved.
For example, you may treat renewals similarly to a new-business sale, where the opportunity (Deal) moves through a series of stages along a pipeline - from initial discussions to negotiations and so on, until the renewal is (hopefully) confirmed and the Deal is converted from possible revenue ("Open") to actual revenue ("Closed Won"). (You can read more about pipelines in Planhat here.) This would typically be managed by your Customer Success team, or a specific Renewals team. This is our recommended method.
Or alternatively, especially in some smaller organizations, you may have a simpler renewals process, where there is less discussion required, and you don't follow renewal opportunities through a multi-step process. In this case, it's possible to simply log the renewal in Planhat (i.e. create the new Deal) once the renewal has been confirmed.
We'll go through each of these two examples below.
Note that (as we mentioned earlier) it is also possible to automate Deal creation, but here we will focus on options when you manually create renewal Deals.
Post-renewal logging
Let's start with the simplest scenario, where rather than following a renewal opportunity along a pipeline until it's confirmed, you just log a renewed Deal after the renewal has taken place.
Once you're ready to log the renewal:
Select the checkbox of the "Closed Won" Deal or specific Line Items that you would like to renew
Click "New Deal" to create a new Deal for those Line Items
Set the new (renewal) Deal to "Closed Won", to log that revenue as actual rather than forecasted
Example result, as shown in the "Revenue" tab of a Company Full-Page Profile:
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Proactive pipeline
📚 Further reading
We have a separate article on Deal pipelines - here - which you can read for further details.
Alternatively, you might have a slightly more advanced/complex process, where a renewal Deal (opportunity) is created e.g. 3-6 months before the Renewal Date, and then you (typically the Customer Success or Renewals team) progress the Deal through a specific renewals pipeline until the renewal is confirmed and the Deal is marked as "Closed Won". This is our recommended method.
You can set this up by first creating custom list fields corresponding to your different pipelines, such as "Sales Stage" and "CS Stage". The list values of each of these fields should correspond to the different stages within those pipelines. Having separate fields for the different pipelines means they can each include different stages as necessary. For CS/renewals, you could have stages such as "Executive Alignment", "Negotiation" and "Quoting".
You would also create a custom field (type: list) called "Pipeline", with list options for your different pipelines ("Sales Pipeline" and "CS Pipeline" or similar).
You could then track Deals through each pipeline via a Board Page, with Deals "Grouped By" the relevant custom field (e.g. "CS Stage"), so each column/lane represents a stage (list value), as shown in the example screenshot below. You can move Deals between columns/lanes by dragging and dropping their cards.
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You should still use the system (default/standard) field "Stage", as highlighted in the screenshot below, to confirm when a Deal (opportunity) is "Closed Won", to ensure that the revenue is registered as actual rather than forecasted.
🚀 Tip
If you are using custom fields for custom pipelines, you can set up a simple Automation in Planhat that sets the Planhat system (standard/default) "Stage" field to "Closed Won" / "Closed Lost" when the custom stage fields are updated to the same values, to ensure that the revenue is correctly recognized in the system. Speak with your TDS if you would like to discuss this further.
Automating the renewal process
So far in this article, we have talked about manually renewing Deals, but you may choose to automate part of the renewal process, to help to save you time and improve consistency by reducing manual work. For example, you might want Planhat to automatically create a renewal Deal when an initial Deal is marked as "Closed Won".
We have an Automation Template in the Apps Library (in App Center) that does exactly this, pictured below.
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If you select this, you can see the default setup: "When a Deal is updated to a stage of Closed Won, create a renewal Deal from the initial Deal, scheduled for the day after the initial Deal expires." If you're happy with this, simply click the orange "Save" button to create the Templated Automation.
Alternatively, if you would like to see the "behind the scenes" steps of the Automation, or you would like to customize any of the steps, click the "Customize" button (shown in the screenshot above) instead of "Save", and this will convert the Automation Template into a Custom Automation for you to view and edit.
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If you would like to discuss renewal Automations in further detail, or you need help setting one up, please speak with your Technical Deployment Specialist (TDS/TAM).
Fetching renewal Deals via integrations
In another alternative scenario, you may be creating renewal Deals outside of Planhat, in Salesforce or HubSpot, and then syncing those Deals into Planhat.
You can read more about how to set up the Planhat native Salesforce and HubSpot integrations for revenue data models (including Deals) here.
Additional resources
We also offer the following additional training resources about renewals:
Note that this is referring to renewal processes - it is not related to the separate Workflows feature in Planhat
See also our article on forecasting processes