Lease End Options Notification
Automatically notify solar customers 90-180 days before lease end with personalized renewal, purchase, or upgrade options to reduce churn and capture upsell opportunities.
When
Lease expiration date approaching (90-180 days out)
Then
Personalized lease options sent to customer with sales team alert
15 hours per month
Time Saved
35% higher renewal rates
ROI Impact
Automated solar lease end notifications monitor contract expiration dates and send personalized renewal, purchase, or upgrade options to customers 90-180 days before lease end. This eliminates manual tracking, reduces customer churn by 35%, and converts lease expirations into revenue opportunities through timely, structured communication.
How This Automation Works
Lease expiration date approaching (90-180 days out) → Personalized lease options sent to customer with sales team alert
Monitor Lease Expiration Dates
The system continuously scans your contract database daily, identifying all solar lease agreements with expiration dates falling within the next 90-180 days. Each identified lease is flagged and added to the notification queue with customer details, lease terms, and system information.
Gather Customer and System Data
For each flagged lease, the system compiles comprehensive customer information including contact details, payment history, system performance data, maintenance records, and any previous interactions. This data is used to personalize the notification and calculate specific option pricing.
Calculate Option Pricing and Terms
The system automatically calculates renewal rates based on current market conditions and equipment depreciation, determines fair market purchase value using system age and condition, and generates upgrade options with new equipment pricing. All calculations follow predefined business rules and pricing models.
Generate Personalized Notification
A customized communication is created for each customer, detailing their three primary options with specific pricing, terms, benefits, and next steps. The notification includes system performance history, potential savings for each option, and personalized recommendations based on their usage patterns.
Send Multi-Channel Communication
The notification is delivered via the customer's preferred channel (email, postal mail, or customer portal). For high-value accounts, additional SMS notifications or phone call tasks are created. Each communication includes clear calls-to-action and easy response mechanisms.
Alert Sales Team and Create Opportunity
Simultaneously with customer notification, the sales team receives alerts containing customer details, lease history, recommended approach, and talking points. An opportunity record is automatically created in the CRM with all relevant information, allowing sales representatives to prepare for customer inquiries.
Schedule Automated Follow-ups
The system establishes a follow-up sequence with reminders scheduled at 60, 30, and 15 days before lease expiration if the customer hasn't responded. Each reminder includes progressively urgent messaging and additional incentives. Non-responsive accounts are escalated for direct sales outreach.
Track Responses and Update Records
All customer responses, whether through email replies, form submissions, or sales conversations, are captured and logged to the central database. The system updates the customer record with their selected option, removes them from the follow-up sequence, and triggers the appropriate next process (renewal paperwork, purchase agreement, or upgrade quote).
How It Works
Solar lease agreements require proactive communication as end dates approach to maintain customer relationships and revenue streams. This automated process monitors lease expiration dates and triggers timely, personalized notifications to customers outlining their options: lease renewal, system purchase, or equipment upgrade. By automating lease end communications, solar companies eliminate manual tracking, ensure no customer falls through the cracks, and create structured opportunities for contract extensions or system sales. The system pulls customer data, lease terms, and equipment history to generate customized option packages, schedules follow-up reminders, and routes interested customers to sales teams for closing. This approach transforms lease expirations from administrative burdens into strategic revenue opportunities while improving customer satisfaction through transparent, early communication.
The Trigger
The process activates when a solar lease agreement reaches a predetermined threshold before expiration, typically 90 to 180 days. The system continuously monitors all active lease contracts, checking expiration dates daily and identifying customers who are entering the notification window. This trigger can also be activated by manual request for early outreach or when customers inquire about their lease status.
The Action
The system generates a customized notification email or letter detailing the customer's three primary options: renewing the current lease with updated terms, purchasing the solar system at fair market value, or upgrading to newer technology. Each option includes specific pricing, terms, and benefits based on the customer's lease history, system performance, and current market conditions. Simultaneously, the sales team receives an alert with customer details, lease history, and recommended talking points. Follow-up reminders are automatically scheduled at 60, 30, and 15 days before expiration if no response is received.
Common Use Cases in Solar
- A residential solar company manages 2,500 active lease agreements and automates notifications 120 days before expiration, increasing renewal rates from 62% to 85% while eliminating two full-time positions previously dedicated to manual tracking and outreach.
- A commercial solar provider uses automated lease end notifications to offer equipment upgrades to businesses, converting 18% of expiring leases into new agreements with higher-efficiency panels and expanded system capacity, generating $2.3M in additional annual revenue.
- A solar financing company coordinates lease end options across multiple installation partners, automatically routing renewal opportunities to the appropriate regional sales teams and maintaining consistent communication standards across their entire portfolio of 15,000 leases.
- A community solar program notifies subscribers 90 days before lease end with personalized options based on their energy usage patterns, achieving 91% retention by demonstrating savings and offering flexible renewal terms tailored to each subscriber's needs.
- A solar equipment leasing company reduces customer service inquiries by 60% by proactively communicating lease end options, answering common questions in automated notifications, and providing self-service tools for customers to select and initiate their preferred option online.
Results You Can Expect
Eliminate Manual Lease Tracking
Remove the administrative burden of manually monitoring hundreds or thousands of lease expiration dates in spreadsheets. The system automatically tracks every contract and triggers notifications at the optimal time, freeing your team to focus on customer conversations rather than calendar management.
Increase Renewal and Purchase Rates
Early, professional communication significantly improves customer decision-making and conversion rates. By reaching customers 90-180 days before expiration with clear, personalized options, you increase the likelihood of renewals or purchases compared to last-minute outreach or passive approaches.
Capture Upsell Revenue Opportunities
Lease end represents a prime opportunity to offer equipment upgrades to newer, more efficient technology. Automated notifications that include upgrade options convert approximately 20% of expiring leases into higher-value new agreements, growing revenue beyond simple renewals.
Reduce Customer Churn
Proactive communication demonstrates professionalism and care, significantly reducing the likelihood customers will choose equipment removal or competitor options. Early engagement allows time to address concerns and showcase the value of continuing the relationship.
Improve Sales Team Efficiency
Sales representatives receive pre-qualified leads with complete context, recommended approaches, and customer history rather than cold-calling from spreadsheets. This preparation increases conversation quality and conversion rates while reducing time spent on research and unproductive outreach.
Ensure Compliance and Documentation
Automated systems guarantee that every customer receives required lease end notifications per contract terms, eliminating legal risks from missed communications. All notifications and customer responses are automatically documented and archived for compliance and dispute resolution.
Frequently Asked Questions About This Automation
Solar companies should begin notifications 90-180 days before lease expiration. This timeframe provides customers adequate time to evaluate options, secure financing if purchasing, and allows sales teams to manage the pipeline effectively. Earlier notification (180 days) is recommended for commercial accounts or systems requiring inspection before purchase decisions.
Set Up Lease End Tracking in Minutes
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