Purpose
Ensure all departments complete the required actions when a customer downgrades from Managely Pro to Managely Essentials, 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 Pro SKUs.
- End-date all applicable Managely Pro SKUs effective the day prior to the approved Managely Essentials start date.
- Verify no Managely Pro SKUs remain active after the end date.
- Add all approved Managely Essentials SKUs exactly as listed on the approved Opportunity or Quote.
- Set the effective date for all Managely Essentials 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 Opportunity or Quote to determine whether SedonaX, eForms, or SalesAutomation will remain active after the downgrade.
- End-date any module SKUs that are no longer included in the customer’s Managely Essentials subscription effective the day prior to the migration date.
- Add any replacement module SKUs listed on the approved Opportunity or Quote effective the approved migration date.
- Verify there are no duplicate or overlapping module SKUs.
Invoice handling
- Review whether an invoice has already generated for the Managely Pro 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 Essentials 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 Pro SKUs were end-dated
- Date Managely Essentials 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 Essentials subscription.
- Update the software or edition designation in Salesforce from Managely Pro to Managely Essentials.
- Confirm Salesforce reflects all licensed modules and the active subscription level.
Project Management Office
- Verify the customer’s Managely Essentials environment and licensing have been provisioned correctly.
- Remove access to Pro-only functionality that is no longer included in the customer’s subscription.
- If applicable, confirm retained SedonaX, eForms, and SalesAutomation modules are functioning correctly.
- Confirm the customer has successfully transitioned to Managely Essentials.
Completion checklist
- Confirm Managely Pro SKUs have been end-dated.
- Confirm Managely Essentials 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 Pro-only functionality has been removed.
- Confirm Salesforce, the Managely billing platform, and invoicing are aligned.
