Before Your Next Renewal: Five Questions That Protect Your Budget and Future‑Proof Your Stack

Renewing a cloud or voice communications contract isn’t just routine—it’s a chance to take a step back and make sure your solution still fits. For CIOs, CTOs, and IT leaders, the right questions can uncover hidden costs, reduce risks, and keep your technology stack aligned with where your organization is headed.

Here are five questions to ask before you sign anything:

1. Does the solution still match our needs?

Ask yourself: “If we were choosing a platform today, would we still pick this one?”

Think about:

• Integrations with tools like Teams, Zoom, or Salesforce
• Whether new channels (like SMS or chat) are supported
• Security and compliance requirements
• Reporting, analytics, and visibility into usage

If your needs have changed, your vendor should be able to adapt. If not, it might be time to re-evaluate.

2. What are the true costs (and are there hidden fees)?

Start by going beyond the monthly price. Ask your vendor to break down every cost:

• One-time setup or activation fees
• Monthly licensing and usage charges
• Taxes, regulatory fees, and support add-ons
• Overage costs (like call minutes or storage)

Some vendors quote a basic price that doesn’t include essentials like analytics, recordings, or CRM integrations. Others bury fees for compliance or text messaging in the fine print. Make sure you understand exactly what you’re paying for—and what you’re not.

If a vendor can’t provide clear pricing, that’s a red flag. This is also a good time to benchmark against other providers. Even if you’re planning to stay, comparison shopping can give you leverage.

3. Can this solution grow with us—or hold us back?

Your organization is likely growing or changing. Your contract should support that. Ask:

• Can we add users or sites quickly?
• Is there a process for scaling down if needed?
• Are there limits on performance or capacity?

Some contracts make it easy to scale up but hard (or impossible) to reduce seats before the renewal date. Try negotiating in some flexibility. Business priorities change—your technology should be able to change with them.

4. Are we locked in?

Renewals are a great time to check how much flexibility you have. Look closely at:

• Auto-renewal clauses (and the cancellation window)
• Early termination penalties
• How easily you can migrate your data or configuration

A surprising number of organizations get stuck with tools that no longer serve them just because the renewal window slipped by or the cost of switching is too high. Make sure your contract gives you a way out if you need one.

5. Have we looked at the other options?

Even if you plan to stick with your current provider, it’s smart to check the market. New players and new pricing models pop up all the time. Explore what else is out there so you can:

• Confirm you’re getting fair value
• Bring fresh negotiating power to the table
• See if another solution better fits your current strategy

You might discover new features, better pricing, or a provider that’s a stronger match for where your organization is headed.

Renew with confidence

Renewing shouldn’t feel like a guessing game. By asking these five questions, you’ll be in a better position to protect your budget, stay agile, and future-proof your communications stack.

Need a second set of eyes? Maverick Networks acts as a vendor-neutral advisor to organizations evaluating cloud and voice solutions. If you’re facing a renewal, our team can help you explore your options, compare providers, and make a choice that’s right for your future.