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CRM renewal note formatter

Transforms raw renewal call notes and activity logs into structured, CRM-ready documentation with standardized fields for renewal status, risk, next steps, and forecast category — formatted for Salesforce and Clari. Use…

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Purpose

Convert raw renewal call notes and scattered activity logs into structured, paste-ready CRM documentation — with consistent status, risk, next-step, and forecast fields — so renewals and account managers stop losing time reformatting notes and every opportunity record reads the same way across the team.

When to Use

Invoke this skill when the user asks to:

  • Format renewal call notes into a Salesforce or Clari update
  • Turn messy meeting notes into a structured opportunity/activity log
  • Document a renewal conversation after a customer call
  • Update renewal forecast fields (commit/best case/pipeline) with supporting notes
  • Standardize account health and risk notes to match renewal team guidelines
  • Prepare renewal notes for a forecast call or pipeline review

Inputs Required

Before starting, collect:

  • Raw notes: The unformatted call notes, transcript excerpt, or activity log
  • Account name: Customer/account the renewal belongs to
  • Renewal stage: Where the deal sits (e.g., Discovery, Negotiation, Verbal, Closed Won/Lost)
  • Renewal date & ARR: Contract end date and annual value (or renewal amount)
  • Forecast category (optional): Commit / Best Case / Pipeline / Omitted — infer from notes if not given
  • Team field conventions (optional): Any required picklist values or note headers the team uses
  • Target system: Salesforce, Clari, or both

If forecast category, ARR, or field conventions are missing, infer forecast from the note content, flag ARR as [confirm], and use standard renewal field labels — noting each assumption at the top of the output.

Instructions

Step 1: Parse the Raw Notes

Extract signal from the raw input before formatting:

  • Separate facts stated by the customer from rep interpretation — keep both, label the difference
  • Pull out any numbers: seats, usage, ARR, discount asks, competitor pricing, dates
  • Identify stakeholders mentioned and their role (champion, economic buyer, blocker, new contact)
  • Flag anything unresolved or ambiguous for a [confirm] tag rather than guessing

Step 2: Determine Renewal Status & Forecast Category

Map the conversation to a forecast position using explicit signals:

  • Commit: Verbal/written agreement, paperwork in motion, no open blockers, on/before renewal date
  • Best Case: Positive intent but an open item (budget approval, procurement, one blocker) remains
  • Pipeline: Engaged but no commitment; material risk or open evaluation
  • Omitted / At Risk: Churn signals — competitor eval, budget cut, low usage, unresponsive, active downgrade ask State the category chosen and the one-line reason it landed there.

Step 3: Score Renewal Risk

Assign a risk level with named drivers, not a vibe:

  • Low: Champion engaged, healthy usage, no competitive threat, timeline on track
  • Medium: One risk driver present (single-threaded, flat usage, minor budget concern, timeline slip)
  • High: Two or more risk drivers, active churn signal, or blocker with no mitigation path List the specific drivers behind the score and, for Medium/High, a mitigation action.

Step 4: Build the Structured CRM Record

Format the parsed content into the standard renewal note structure (see Output Format). Use crisp, factual language:

  • Past tense, third person for what happened
  • Imperative verbs for next steps ("Send", "Confirm", "Schedule")
  • Every next step gets an owner and a due date
  • Convert vague statements into concrete field values; keep quoted customer language only where it carries weight

Step 5: Produce System-Specific Output

  • Salesforce version: Activity/Task log body plus a bulleted list of opportunity field updates (Stage, Close Date, Amount, Forecast Category, Next Step)
  • Clari version: A concise forecast note suitable for the opportunity — status, category, risk, and the single most important next step
  • If both systems are requested, produce both sections. If one, produce that one.

Output Format

  • Structure: A header block (account, ARR, renewal date, stage, forecast category, risk level) followed by the formatted note sections, then a field-update block
  • Length: 250–450 words — tight and scannable, not padded
  • Format: Structured document with labeled sections and bulleted field updates; no long prose paragraphs
  • Sections: Header Block → Call Summary → Customer Signals (facts) → Risks & Drivers → Next Steps (owner + date) → CRM Field Updates (Salesforce and/or Clari)
  • Tone: Neutral, factual, operations-grade — reads like a well-kept CRM record, not a narrative recap

Quality Checklist

Before delivering output, verify:

  • [ ] Header block includes account, ARR, renewal date, stage, forecast category, and risk level
  • [ ] Forecast category is stated with a one-line justification
  • [ ] Risk level lists named drivers, not a generic label
  • [ ] Every next step has an owner and a due date
  • [ ] Unconfirmed numbers or facts are tagged [confirm] rather than invented
  • [ ] Output includes the requested system format(s) with paste-ready field updates

Notes

  • Never fabricate ARR, dates, or picklist values — an inaccurate CRM record is worse than a flagged gap
  • Keep customer quotes rare and load-bearing; a record full of quotes is a transcript, not documentation
  • If the raw notes are too thin to determine forecast or risk, format what exists and list the 2–3 questions the rep should answer to complete the record
  • For recurring use, encourage the team to lock in their exact picklist values as a saved convention so every formatted note matches the CRM schema on the first pass

How to use this skill

This file is a Claude Code skill in Anthropic's standard format — markdown with YAML frontmatter at the top.

Installing in Claude Code:

  • ~/.claude/skills/<folder-name>/SKILL.md — auto-loads in every session anywhere on your machine (recommended for skills you'll use across multiple projects)
  • <your-project>/.claude/skills/<folder-name>/SKILL.md — auto-loads only when working in that project (recommended for project-specific skills)

Restart Claude Code or open a new session to register.

Using in Claude.ai, ChatGPT, Gemini, or other AI tools:

  1. Drag this file into a new chat, or copy and paste its contents
  2. Send your task or request as your next message — the AI will apply the skill where it fits

For Claude Code skill details: https://docs.anthropic.com/en/docs/claude-code/skills