Background
CloudNet Group, a reseller focused on Microsoft 365 solutions, manages over 150 NCE subscriptions for different clients through the Intcomex Cloud Platform (ICP). As their customer base grows, keeping tight control over auto-renewals has become essential to avoid costly mistakes.

The challenge

One of CloudNet’s clients failed to notify them about not wanting to renew an annual subscription. It was automatically renewed, and since the 7-day cancellation window had already passed, the charge couldn’t be reversed. This situation made it clear they needed a more proactive approach to prevent unwanted charges moving forward.

The solution

CloudNet started using ICP’s renewal management tools to take full control of each NCE subscription:

Setting the Auto-Renew field

• They opened key subscriptions and adjusted the post-expiration setting.
  • For subscriptions that needed review before renewing, they selected the “Terminate” option.
  • This ensured that if no action was taken, the subscription would be canceled automatically at the end of the term.

Using the Renew button

• For clients who wanted to continue but needed to adjust seat counts, they used the RENEW button.
  • This allowed them to set updated values and avoid renewals with outdated settings.

The results

• No more unwanted charges: Auto-renewals were fully under control, avoiding penalties.
• More visibility: Clients had time to review upcoming renewals and decide what worked best for them.
• Better planning: The CloudNet team scheduled internal reviews before each contract’s end date, using UTC time as a reference.

Summary
With ICP’s NCE renewal tools, CloudNet shifted from reacting to problems to preventing them. This new process not only protected their bottom line but also helped build stronger relationships with their clients. Renewal management is now a key part of their day-to-day operations and long-term retention strategy.