Renewal and commercial lifecycle
Commercial access has a lifecycle separate from enrollment, API environment, and financial balances. A sandbox can be available while no production agreement is active. An ended service term can still have outstanding invoices or remaining obligations.
Use the signed agreement and Console → Billing together to confirm service dates, renewal decisions, and settlement amounts.
Agreement progression
| Event | Result | Next step |
|---|---|---|
| Save a draft | Commercial details are ready for review. | Confirm the record against the signed terms. |
| GrayPass approves signed terms | The agreement and schedule are recorded. | Complete payment, legal, tax, and technical prerequisites. |
| Meet access prerequisites | The agreed commercial stage begins. | Run application operations through their authorization flow. |
| Reach a usage boundary | The contractual window closes. | Reconcile usage and review the released invoice. |
| Record non-renewal | The future renewal decision is recorded. | Complete the current term and its obligations. |
| End service | Access ends under the recorded lifecycle action. | Resolve invoices, settlement, and offboarding procedures. |
Prepaid terms ordinarily require the applicable payment evidence. An expressly approved Net 30 arrangement uses its recorded access prerequisite and due dates. Neither a failed payment nor a commercial-state transition turns a non-allow assurance result into permission to execute.
Evaluation end and conversion
A paid evaluation has an agreed period and success criteria. Track the commercial term and technical success criteria separately; renewals and extensions require an agreed term.
When converting, review the annual amount, selected meter, monthly allowance, rate, collection cadence, service start, signature timestamp, and eligible credit. The standard conversion-credit deadline is inclusive through the end of the UTC date 30 days after the evaluation end date. Record an agreed extension to change the deadline.
Credit reduces eligible first-term platform installments only. Renewal, additional usage, tax, and enterprise additions retain their separate charges. See commercial model.
Renewal
Auto-renewal applies only when present in the signed agreement. Standard terms use a 30-day non-renewal notice period before term end. The agreement records the renewal platform fee separately when a first-term concession changes the first term's economics.
Renewal review should cover:
- The successor service dates and collection cadence.
- The renewal annual platform fee and any expiring first-term concession.
- The meter, included units, additional-usage rate, and shadow-use treatment.
- Any tax, payer, contact, or payment changes.
- Additions that expire and require new signed approval.
- The delivery and support commitments for the next term.
Review the renewal date and notice deadline when the agreement starts, and keep your billing contact current. Follow the signed notice requirements and confirm the future term through the approval process. Contact GrayPass before the deadline to clarify the renewal amount, service scope, or notice status.
Record non-renewal
An owner or administrator can use Record non-renewal for an eligible production agreement in the Billing view. Confirm the correct tenant and term before using it, and retain the recorded outcome. For contractual notices or an issue using the console, contact founders@graypass.org through the agreed process before the applicable deadline.
Non-renewal stops the future renewal process for that term. The current service period, annual commitment, and open invoices continue under the agreement. Submit the notice through the stated process.
Additions expire with their approved term
An enterprise addition has its own signed service period and finite schedule. The addition applies to that signed term. A renewed capability requires a newly approved addition with confirmed service dates and deliverables.
Check operational dependencies before allowing an addition to expire. Confirm continued delivery and service dates through the agreement for that addition.
Ending access and settling obligations
At an early end of access, resolve remaining annual platform obligations and scheduled addition fees through the agreed settlement process. Record the treatment of unissued fees.
If retained, remaining obligations follow the applicable schedule while service access stays ended. If waived, the waiver concerns the specified unissued fees. Already issued invoices, receivables, refunds, and credit notes require their own documented resolution; they retain their own financial lifecycle after access ends.
Residual invoice-ledger balances also require explicit handling. A credit or deferred debit on the ledger is distinct from cash and from a bank balance. Reconcile missing balance evidence before determining the balance.
Operational handoff at term end
Plan for the application behavior when commercial access ends. Stop new protected operations or route them through an independently approved safe process. Keep execution gated by the approved process. Preserve the evidence and exports you legitimately need before their retention windows expire.
Handle subject revocation or deletion through the subject lifecycle and privacy procedures. Complete any data-erasure request through the subject lifecycle and privacy procedures. Review stored credentials, webhook destinations, and access to customer-owned copies of records as part of offboarding.