BetterBot Cancellation Process

This article will outline the cancel/drop process. Internal Use Only.

• Email to forward any cancel request - cancel@betterbot.ai 
  • The distribution goes to Billing & Operations
• If cancellation is due to a disposition and the property is moving to a new PMC, Sales will reach out to the new PMC to initiate the "Bot" and Paid process
  • See the end of this document for email suggestion
  • Email Template set up in HubSpot 
• Billing will process the cancellation as follows: 
  • Update status in HubSpot to "Dropped" and add cancel date
  • Add a note in QBO & Bill.com with a cancel note
    • Delete recurring invoice template based on cancel date
  • Highlight in red on the Billing Report
    • Add cancel date & and reason to billing report
  • The final bill is created
  • Contact the client via email
    • Include the final prorated invoice
    • Any outstanding invoices
    • Reminder to remove the bot after 30 days
    • Add client info/cancel date to Drops 2020 report
  • Contact the client via email, three (3) days before the bot needs to be removed as a reminder
  • On day 31, verify the bot is not active
    • If the bot is still active, contact the appropriate sales representative to have them reach out to the client