---
name: crm-renewal-note-formatter
description: "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 when a renewals or account manager needs to convert messy meeting notes into clean opportunity records, log a renewal call, update renewal forecast fields, or document account health after a customer conversation."
argument-hint: "[raw-notes] [renewal-stage]"
allowed-tools: ["Read"]
---

# CRM Renewal Note Formatter

## 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

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## How to use this skill

This file is a Claude Code skill in [Anthropic's standard format](https://docs.anthropic.com/en/docs/claude-code/skills) — 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

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