Purpose
Ensure all departments complete the required actions when a customer upgrades from Managely Essentials to Managely Pro, maintaining accurate billing, Salesforce records, and system configuration.
Billing
- Open the associated Closed Won Opportunity in Salesforce.
- Review the approved Quote or Order Form.
- Confirm:
- Customer name
- Migration type
- Effective migration date
- Approved SKUs and pricing
- Open the customer account in the Managely billing platform.
- Identify all active Managely Essentials SKUs.
- End-date all applicable Managely Essentials SKUs effective the day prior to the approved Managely Pro start date.
- Verify no Managely Essentials SKUs remain active after the end date.
- Add all approved Managely Pro SKUs exactly as listed on the approved Opportunity or Quote.
- Set the effective date for all Managely Pro SKUs to the approved migration date.
- Verify before saving:
- SKU numbers
- Descriptions
- Quantities
- Billing frequency
- Pricing or RMR
- Save all billing updates in the Managely billing platform.
Module handling
- Review the approved Managely Pro quote for SedonaX, eForms, and SalesAutomation.
- If the quote includes SedonaX, eForms, or SalesAutomation, end-date the existing module SKUs effective the day prior to the migration date.
- Add the new Managely Pro module SKUs effective the approved migration date.
- Verify the module SKUs match the approved Opportunity or Quote.
- Confirm there are no duplicate or overlapping module SKUs.
Invoice handling
- Review whether an invoice has already generated for the Managely Essentials service period.
- If an incorrect invoice has generated, void the invoice if no payment has been applied.
- If payment has been applied, follow standard credit or refund procedures.
- Generate or rebill the invoice using the approved Managely Pro SKUs effective the migration date.
- Validate the invoice before posting.
- Confirm:
- Correct billing dates
- Correct subscription level
- Correct billing amounts
- No duplicate billing
Required internal notes
- Add internal account notes documenting:
- Date Managely Essentials SKUs were end-dated
- Date Managely Pro SKUs were added
- Module SKU updates, if applicable
- Invoice action taken
- Related Opportunity number
- Related Quote number
- Name of the person completing the updates
Operations
- Update the contract in Salesforce to reflect the customer’s Managely Pro subscription.
- Update the software or edition designation in Salesforce from Managely Essentials to Managely Pro.
- Confirm Salesforce reflects all licensed modules and the active subscription level.
Project Management Office
- Verify the customer’s Managely Pro environment has been provisioned.
- Confirm all licensed Managely Pro functionality has been enabled.
- If applicable, confirm SedonaX, eForms, and SalesAutomation have been enabled and are functioning correctly.
- Confirm the customer has successfully transitioned to Managely Pro.
Completion checklist
- Confirm Managely Essentials SKUs have been end-dated.
- Confirm Managely Pro SKUs have been added with the correct effective date.
- Confirm SedonaX, eForms, and SalesAutomation SKUs have been updated, if applicable.
- Confirm billing has been validated.
- Confirm invoice corrections have been completed, if applicable.
- Confirm Salesforce has been updated.
- Confirm all licensed modules have been provisioned and verified.
- Confirm Salesforce, the Managely billing platform, and invoicing are aligned.
