How to Roll Seasons and Programs into a New Year (Annual Renewal Guide)

It’s the end of the service year and you need next year’s seasons and programs in place, with your returning customers carried over. This guide walks through that rollover step by step.

If you’re setting up seasons and programs for the very first time, start with How to Set Up Seasons and Programs.

Three ways to renew — which one is for you?

Path	Best for	What it does
A. Renewal Wizard (Financials > Renewals)	Hand-picking which jobs and programs roll forward, with a price increase and customer proposals	Copies selected programs (with rounds, year-shifted) and jobs into the new season; optional price uplift, visit generation, and proposal PDFs
B. Season Planner (Work > Season Planner)	Batch-renewing a whole season’s recurring work in one pass	Turns the source season’s jobs into reusable service plans, then renews selected plans into the target season — creating next year’s jobs and their first visits
C. Contracts (Work > Contracts)	Customers on standing agreements who should renew automatically every year	A nightly process flags contracts approaching term end, applies the agreed annual price uplift, prepares a renewal proposal, and rolls the term forward — no yearly selection step

You can mix paths: many companies put their steady recurring customers on Contracts and use the Renewal Wizard for everyone else. All three paths need a target season to exist (the wizard can create it for you).

Before you start: order of operations

Renewing in the right order avoids rework:

Create next year’s season(s) — or plan to create them inline in the Renewal Wizard.
Renew programs first. The new year’s program carries the round windows that next year’s visits are generated from.
Renew jobs second. Renewed jobs automatically link to the renewed program, so their visits land in the new year’s round windows. If you renew jobs before the program, they stay pointed at the old program until you renew it and re-link.
Wrap up the old year — end the old season once its work is done.

Note: Already-renewed items drop off the renewal lists automatically, so you can’t accidentally renew the same job or program twice.

Step 1 — Create next year’s season

Follow the same steps as initial setup (guide):

Go to Work > Seasons > Add Season.
Name it for the new year (e.g. “Summer 2027”), pick the same Season Type as the season it succeeds, set the new dates, and leave the status Planned.

Matching the season type matters: the Renewal Wizard suggests the target season by looking for next year’s season of the same type.

Shortcut: if you’d rather not do this up front, the Renewal Wizard can create the season for you (see below).

Step 2 (Path A) — Renew with the Renewal Wizard

Find what’s due

Go to Financials > Renewals. The Renewal Reminders page shows two lists:
- Jobs Needing Renewal — jobs whose season ends within the Days Ahead window (default 30; set 1–365 and click Update).
- Programs Needing Renewal — programs from a past year, or whose season has ended.
Tick the checkboxes for what you want to renew (or use the per-row Renew action for a single item).

Renew programs first

Select the programs and click Renew Selected Programs.
The wizard has three steps — Review Selection, Configure, Preview & Confirm:
- Review Selection — confirm the list; remove anything that shouldn’t roll forward. Click Continue.
- Configure — pick the Target Season. If next year’s season doesn’t exist yet, tick Create the next season in this wizard and fill in the season name, type, dates, year, and status right there. Set the Target Year (pre-filled with next year). Click Continue to Preview.
- Preview & Confirm — review the summary and click Confirm & Renew Programs.
Each program is copied into the new year: same rounds, with every window shifted to the target year (cross-year and leap-day windows adjust automatically), all rounds reset to Not Started, and the name’s year updated (e.g. “Fertilization 2026” → “Fertilization 2027”).

Then renew jobs

Back on Renewal Reminders, select the jobs and click Renew Selected Jobs.
In the wizard’s Configure step, set:
- Target Season — same one you just renewed the programs into (or create it inline).
- Copy job products/services — keep checked to carry each job’s line items into the new year.
- Annual Price Uplift % — optional 0–50% increase applied to the copied line-item prices (e.g. 4 = a 4% price increase). Leave 0 for no change.
- Generate program-round visits after renewal — puts next year’s visits on the schedule immediately (applies to jobs linked to a renewed program). Only works if the target season is Active — if you’re keeping next year’s season as Planned for now, leave this unchecked and generate visits from the new program’s summary page after you activate the season.
- Generate renewal proposal PDFs (one per customer) — produces a proposal showing the new year’s pricing. You get a time-limited download link per customer; email or print them yourself as part of your renewal outreach.
Click Continue to Preview, review, then Confirm & Renew Jobs.

What carries over on a job renewal

Carried over	Reset / new
Customer, jobsite, job name, description	Season → the target season
Billing setup and terms	Program link → the renewed (new-year) program
Products/services (if “Copy job products/services” is checked), with the uplift applied	Job workflow status → back to the start (treat it as a fresh sale to confirm)
	Renewal lineage recorded, so the old job leaves the reminders list

Step 2 (Path B) — Renew with the Season Planner

The Season Planner batch-renews a season’s recurring work using service plans (a reusable per-customer plan behind each recurring job).

Go to Work > Season Planner.
Under Season Setup, choose the Source Season (the year that’s ending) and the Target Season (the new year), then click Update.
Check Source Season Readiness. If any jobs show under Need service plans, click Create Plans From Season — this creates a service plan for each recurring job that doesn’t have one yet.
In the Service Plans list, tick the customers who are returning. Selections are kept as you page through the grid, so you can work through a long list page by page.
Click Renew Selected. The success message confirms how many plans were renewed and how many visits were generated — next year’s jobs are created in the target season with their first weeks of visits already scheduled.

Note: The target season must be different from the source season — the planner blocks renewing a season into itself. Plans already renewed into the target season show a Renewed badge.

Step 2 (Path C) — Put recurring customers on Contracts

For customers who renew every year on standing terms, a contract removes the yearly selection step entirely.

Set up the contract (once per customer)

Go to Work > Contracts and click New Contract.
Fill in:
- Customer and Jobsite (required).
- Contract Name, optional Contract Number, and Service Category.
- Pricing Model (required): Per Visit, Per Round, Seasonal Flat, Monthly Flat, Time & Materials, or T&M with Cap — plus the Base Amount (and T&M Cap if applicable).
- Term & Renewal: Term Start, Initial Term (months), Annual Uplift % (the automatic yearly price increase, 0–50%), optional PrePay Discount %, the Auto-renew at term end toggle, and Renewal Notice (days).
Save, review the draft on the Contract Summary, and click Activate.

What happens at renewal time — automatically

For contracts with auto-renew on, a nightly process:

Notice: As the term end approaches (inside the renewal-notice window), the contract moves to Renewing status and a renewal proposal PDF is prepared. This is the customer’s opt-out window.
Roll forward: Once the opt-out window passes, the term dates roll into the next year and the Annual Uplift % is applied to the base amount automatically.

Customers who decide not to continue: open their contract and click Cancel Contract during the Renewing window. Contracts that aren’t auto-renew simply reach their term end — renew those customers manually via Path A or B.

Note: The contract handles the agreement — term and pricing. Next year’s jobs and visits are still created through your normal renewal run (the contract’s service plan shows up in the Season Planner like any other), so run Path A or B for the work itself.

Step 3 — Wrap up the old year

Verify the new year (see checklist below) before touching the old one.
When the old season’s work is fully done, open it from Work > Seasons and click End Season on the Season Summary. (Active seasons past their end date are also ended automatically overnight.) Ended seasons are permanent — they can’t be reactivated.
Non-renewing customers: jobs you didn’t renew stay on the Renewal Reminders list (they never expire from it), so you can still renew a late “yes” at any time. For firm “no”s, close out or deactivate the old job so it stops appearing in your active work.

Verify it worked

Work > Programs shows the new-year program with all rounds in Not Started and windows in the new year.
Work > Seasons shows the new season (activate it when crews start — see the setup guide).
Renewed customers each have a new job in the target season, linked to the new program, with expected pricing (uplift included).
If you generated visits: Schedule > Calendar shows next year’s visits inside the new round windows.
Financials > Renewals no longer lists the items you renewed.

Common issues

A job or program disappeared from Renewal Reminders — it was already renewed (each item can only be renewed once). Find the new copy in the target season.
Renewed jobs point at a different season’s program than expected — if a program was previously renewed into another season, newly renewed jobs link to that existing renewal rather than creating a duplicate. Renew the program into your intended season first, before the jobs.
“Target season must be different from the source season” (Season Planner) — pick next year’s season as the target; renewing a season into itself is blocked.
No visits after renewal — visit generation only applies to jobs linked to a (renewed) program, the wizard’s Generate program-round visits after renewal box must be checked, and the target season must be Active (generation is skipped for Planned seasons). You can always generate later from the new program’s summary page once the season is activated.
Proposal PDF link expired — links are time-limited for security. Re-download from a fresh renewal run, or generate the customer’s proposal again.

How to Set Up Seasons and Programs (New Company Guide)
Jobs, Seasons, Programs & Storm Events — User Guide
Seasons, Programs & Renewals — Workflow Reference