---
title: "Follow up on expiring memberships"
slug: "follow-up-on-expiring-memberships"
updated: 2026-10-16T01:13:36Z
published: 2026-10-16T01:13:36Z
canonical: "help.servicetitan.com/follow-up-on-expiring-memberships"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Follow up on expiring memberships

## Overview

Manage expiring membership renewals efficiently with the Follow Up screen’s filtering and bulk editing tools. Technicians in the field can also [sell renewals for expiring memberships](/v1/docs/renew-memberships-in-servicetitan-mobile).

[Follow up on expiring memberships Video](https://fast.wistia.net/embed/iframe/3x2div130w?web_component=true&seo=true&videoFoam=false)

---

### 

****Who uses this feature****

- Administrators and Office Employees
- Primarily benefits Residential Service and Replacement business types
- Applies to all trades

Filter expiring memberships

Use the *Follow Up* screen filters to prioritize your membership renewals. For example, you may want to focus your HVAC membership renewals during the off-season to free up CSRs for when call volume increases. To generate a list of expiring memberships:

1. Go to the navigation bar and click **Follow Up**.
2. Click the **Expiring Memberships** tab.
3. By default, the filters are set to search for memberships set to expire within two weeks of the current date. You can also customize your search using the following filters:

The follow up list updates automatically. ![expiring memberships and renewal opportunities.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-q788jd6h.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
  - **Business Unit**: Business unit the memberships are assigned to
  - **Membership**: Membership type
  - **Start** and **End**: Memberships expiring within these dates
  - **Opportunity Status**: The state of the renewal opportunity
    - **All**: Expiring memberships of any status
    - **Open**: These are renewal opportunities that have not yet closed for the following reasons:
      - **Not Attempted**: Customer has not yet been contacted
      - **Unreachable:** The last time a follow up was attempted, the customer was unavailable
      - **Contacted**: Customer was contacted but the estimate was not sold
    - **Won**: The renewal estimate was converted to a sale
    - **Dismissed**: The customer declined to renew their membership
  - **Membership Tags**: The membership tag associated with the membership

## Build renewal estimates in bulk

After you filter expiring memberships, you can build estimates for multiple customers at once. This feature requires account configuration. This feature requires account configuration. Please contact your [Technical Support](https://go.servicetitan.com/#/ask) for details.

> **Note:** To renew an individual membership, you can [renew a membership without a job in progress](/v1/docs/generate-print-and-email-membership-renewal-estimates).

1. In your follow up list of expiring memberships, click the **up arrow** in the *Estimates* column. Customers without renewal estimates appear at the top of the list. ![Table displaying renewal opportunities](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-088uv181.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
2. Select the checkbox next to the customers you want to build an estimate for. ![expiring memberships](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-efw2pqz3.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
3. Click **Bulk Edit**. ![ date selection and bulk edit button for managing entries.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-9ehsihb7.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
4. In the Bulk Edit pop-up, select **Build Estimates** and click **Apply**. ![Options for bulk editing membership renewal and estimates](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-b0g4e59r.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)In the Estimates column, the newly built estimates are listed.

## Set renewal memberships in bulk

After you filter expiring memberships, you can set renewal me for multiple customers at once. This feature requires account configuration. Please contact your [Technical Support](https://go.servicetitan.com/#/ask) for details.

> **Note:** To renew an individual membership, you can [renew a membership without a job in progress.](/v1/docs/generate-print-and-email-membership-renewal-estimates)

1. In your follow up list of expiring memberships, select the customers you want to renew membershps for.
2. Click **Bulk Edit**.
3. In the *Bulk Edit* pop-up, select **Set Renewal Membership**.
4. In the dropdown menus, select the type of membership and the billing details for the renewals. Then click **Apply**.

![Bulk edit options for setting renewal membership](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-wrtnt4ao.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)

## Call customers to convert renewal opportunities

For best practices, build your renewal estimates before calling customers.

1. From the *Expiring Memberships* tab of the *Follow Up* screen, click the **Opportunity Status** for the customer whose membership you want to renew. ![Table displaying renewal opportunities with statuses](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-3hdbpyfc.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
2. From the customer’s Membership screen, click **Call the customer**. ![Customer membership details with options to call or log a follow-up action.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-ghm0w4er.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
3. Click **OK** to place the call.
  - If you reach the customer and sell the renewal, [convert the renewal estimate](/v1/docs/follow-up-on-expiring-memberships#convert-a-membership-renewal-opportunity).
  - If you reach the customer and they decline to renew, [dismiss the renewal opportunity](/v1/docs/follow-up-on-expiring-memberships#dismiss-a-membership-renewal-opportunity).
  - Otherwise:
    1. Click **Log a follow-up**.
    2. From the **Log Templates** dropdown, select a follow up result ![Dropdown menu showing various log templates](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-qzhzd4qc.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
    3. If you spoke with the customer, select **Successfully reached the customer**.
    4. Add any call information in the **Notes** field for future reference.
    5. Click **Copy to Customer Notes** if you want the notes included in the Customer Record.
    6. When you’re done, click **Save**.
4. Any changes are reflected in your follow up list.

## Convert a membership renewal opportunity

When you successfully convert a membership renewal opportunity, an invoice is automatically generated. If you converted the renewal opportunity directly from an estimate, skip to step 2.

> [!NOTE]
> **Note:** The renewal invoice opens with its *Invoice Summary* already filled in from the membership type—the membership's display name followed by *Renewal*, for example *Gold Membership Renewal*. If the membership type doesn't have a display name, ServiceTitan uses the membership type name instead. Invoices created before this update keep their original summary.

1. If you called the customer from their membership screen, under *Estimates*, click the renewal estimate. ![ recurring services for customer estimates.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-wiig571s.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
2. In the renewal estimate, click **Sold/Convert** and a newly generated invoice opens. ![A renewal estimate document showing service location](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-v7bc9hcv.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
3. In the invoice, click **Add a payment** to collect payment.

The new invoice batches, posts, and exports, as with your other invoices.

## Dismiss a membership renewal opportunity

It’s important to log when a customer declines to renew a membership so it won’t appear in future follow up lists.

1. If you called the customer from their membership screen, under *Estimates*, click the renewal estimate. ![Summary of Cool Club Renewal and recurring services for customer estimates.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-04qpbl3v.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)
2. In the renewal estimate, click **Dismiss**. ![Renewal estimate showing service location and billing details with action buttons.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/follow-up-on-expiring-memberships-image-wc3wgiuq.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A40%3A30Z&se=2026-10-30T12%3A40%3A30Z&sr=c&sp=r&sig=NDiGsMwN0wmZpHB9e9E98h7DR7%2BrqoNal29JroCJWAU%3D)

## 

## FAQ

---

### 

#### When can I see the Potential Membership Renewal tag in ServiceTitan?

The *Potential Membership Renewal* tag appears when you book a job for a customer whose active membership is expiring within a few months. The expiration date can be set in configurations.

> [!NOTE]
> **Note:** The default duration is 3 months.

#### How do the Potential Member and Potential Membership Renewal tags track membership opportunities and conversions?

A Membership opportunity is a job with a *Potential Member* or *Potential Membership Renewal* tag. If a membership is sold or renewed on that job, the opportunity is converted.

## Want to learn more?

- See [Generate, print, and email membership renewal estimates](/v1/docs/generate-print-and-email-membership-renewal-estimates)

The template used to set up a membership for a customer. It includes recurring service types, tags, pricing, accounting details, and duration and billing details.

[Learn more →](https://help.servicetitan.com/docs/memberships-glossary) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)

The top-level account in ServiceTitan representing a property owner or account holder, containing all locations, jobs, and history.

**What it does:** Serves as the single source of truth for all customer interactions, history, and financial data.

**Also called:** Customer account, Client record

**Tags:** Core

[See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)

A job for a customer who does not a current membership is considered a membership opportunity. These jobs have a Potential Member or Potential Renewal tag attached. A completed job without a potential member tag where a membership is sold or renewed is also considered a membership opportunity.

[Learn more →](https://help.servicetitan.com/docs/servicetitan-glossary) · [See the full glossary →](https://help.servicetitan.com/docs/glossary-overview)