Hepscott Recruitment / BG-Demo – Renewal
Callcompleted
Hepscott Recruitment · 28 Jul 2025 09:00
Renewal call with the MD, Operations Manager and Finance Manager. Starter renews at £20k from 30 Aug 2025. Geoff wants proof of use, Irene wants an earlier invoice, and signing is targeted for 18 Aug 2025.
What was said
What this says
As at Fri 9 Oct 2026Renewal call with the MD, Operations Manager and Finance Manager. Starter renews at £20k from 30 Aug 2025. Geoff wants proof of use, Irene wants an earlier invoice, and signing is targeted for 18 Aug 2025.
What happened: Tom Ashdown set out a Starter renewal at the same annual figure, £20k, starting 30 Aug 2025 after the term ends on 29 Aug 2025. He proposed signing by 18 Aug 2025.
Customer view: Geoff Lamb asked whether the team really uses B-Viz and said he would not sign off something unused, though he is not against it. Nichola said the consultants use it daily and she would not want to lose it.
Commercial: Nichola said fifteen licences are enough and she wants the notes issue sorted before adding anything. Irene Coulson asked for the renewal invoice earlier, as last time the purchase order had to be chased.
Watch: Geoff is the signatory and Irene checks the figures first. Tom committed to a shared tracker and to confirming invoice timing in writing, which the call does not show as done.
Themes
As at Fri 9 Oct 2026Theme
Starter renewal terms
Importance
renewal
Sentiment
mixed
Voice
decision-maker
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Tom to send the order form and confirm wording, start date and payment terms in writing.
- Tom to flag the invoice to billing and give Irene a clear date, aiming to sign by 18 Aug 2025.
- Daniel to follow up on the notes issue and offer a session date.
Risks
As at Fri 9 Oct 2026- Geoff will not sign something he sees as unused, so a value case is needed.
- A late renewal invoice repeated would cause purchase order delay for Irene.
- Unused licences and the unresolved notes issue weaken the case for expansion.
Opportunities
As at Fri 9 Oct 2026- Nichola would consider more once the notes issue is fixed.
- Consultants use B-Viz daily for candidate history.
Transcript
Tom AshdownMorning all, can everyone hear me? Tom here. Hope the week's treating you well, Nichola.
Nichola HoggHiya Tom, yes, loud and clear. Morning. Busy week as ever.
Daniel OkaforMorning, all. Thanks for making the time. Is Geoff joining? I can see his name on the invite.
Geoff LambI'm here, sorry, I was on the other line. Morning everyone. Right, shall we crack on?- Tom AshdownNo drama, let's get going. Irene's joined too, yes? I've got her down.
Irene CoulsonYes, hello, I'm here. Sorry, I'm on my second coffee. I've been in the finance meeting since half eight.- Daniel OkaforNo worries. So the reason for today is the renewal. Tom, do you want to take us through where we are on the paperwork?
- Tom AshdownYeah, lovely. So the contract runs out on 29 Aug 2025, and the renewal starts on 30 Aug 2025. We're on Starter at the same annual figure as now, which is £19,500. I'll confirm the exact wording in writing, but that's the shape of it. Let's get something in the diary for signing by 18 Aug 2025, if that works.
- Geoff LambRight. Before we sign anything, I want to know what the team actually gets for it. Nichola, are people using it, or is it a nice-to-have?
- Nichola HoggThey're using it, yes. The consultants use it for candidate history. It's not used by everyone, but the ones who do, do it every day. I wouldn't want to lose it.
- Geoff LambOkay. Is there a case for more, or is what we've got enough?
- Nichola HoggHonestly, for now it's enough. We've got fifteen licences and we're not using them all. I'd rather sort out the notes issue first before we add anything.
- Daniel OkaforThat's really helpful, Nichola. Just to close the loop, I've got that down as a follow-up with the team. I'll come back to you on a date for a session.
- Tom AshdownYeah, no drama on that. Geoff, does that answer it for you?
- Geoff LambMostly. I'm not going to sign off on something we're not using. But I'm not against it either.
- Tom AshdownFair. I'd say let's keep it simple, same as now, and we can look at the rest after. Leave that with me.
- Irene CoulsonCan I ask about the invoice side? Last time the renewal invoice came through quite late, which meant we had to chase the purchase order. Can we get it earlier this time?
- Tom AshdownYes, absolutely. I'll flag it to whoever does the billing side and get it to you in good time, with a clear date on it. I'll be honest, I'm not sure of the exact turnaround, so I'll confirm that in writing.
- Irene CoulsonThank you. We need to send it through by the end of the month, so it's on the system for the next run. And payment terms stay as they are, yes?
- Tom AshdownSame as now, yes. I'll put that in the note too.
- Irene CoulsonLovely. Sorry, one more thing. Can you confirm the start date on the paperwork? I want the dates to match.
- Tom AshdownOf course. It starts on 30 Aug 2025, straight after the current term ends on 29 Aug 2025.
- Irene CoulsonGreat, that matches what I've got.
- Geoff LambCan we also make sure the renewal doesn't get stuck. I've been caught out before with contracts sitting in someone's inbox.
- Tom AshdownUnderstood. Nobody's inbox, I'll keep it on a shared tracker and chase it myself. You'll get the order form from me, no drama.
- Daniel OkaforI'll keep an eye on the usage side, and Tom will keep the paperwork moving. Is there anything else anyone wants to raise before we wrap up?
- Geoff LambNo, I think we're fine. Let's get it done before the summer's out.
- Nichola HoggYes, please. Fingers crossed.
- Geoff LambSorry, just thought of one more thing. Who signs off the order form on our side? Is it me or someone else?
- Tom AshdownIt's you as managing director, unless you want to delegate. Irene can check it over first, as usual.
- Irene CoulsonYes, I'll check the figures against the invoice before it goes to Geoff.
- Geoff LambGood. Let's do that.
- Daniel OkaforRight, I think that's everything from our side. Thanks everyone, really helpful. I'll send a summary this afternoon.
- Tom AshdownCheers all, speak soon. Nichola, give me a shout if anything changes.
- Nichola HoggWill do, Tom. Thanks everyone.
- Geoff LambThanks. Bye.
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