Weekly expansion scan

Applies when the question is "of everyone already paying us, who is ready to grow, and who do we call first?" Produces a ranked weekly digest, one entry per account, each with a named contact and a specific suggested move.

Expansion revenue is usually lost to neglect, not to competitors. The customers most ready to upgrade are often the quiet ones: a mid-size company on your cheapest plan, or a team that has burned 90% of its allowance three weeks before renewal. A weekly scan with fixed scoring rules catches them before the customer has to ask, or leaves.

Template placeholders

Replace every {{...}} before enabling. See the setup checklist reference for the full list and the decisions behind each.

• {{BILLING_SOURCE}}: Where active subscriptions live (e.g. Stripe, Chargebee, your product database)
• {{CRM}}: Your CRM (e.g. HubSpot, Salesforce, Attio)
• {{CLOSED_WON_STAGE}}: The CRM stage or lifecycle value that marks a paying customer
• {{TIER_TAGS}}: Your account tiers, top two used here (default: Diamond and Gold; lower tiers are excluded)
• {{ACV_TAGS}}: Your ACV potential tags (default: high, medium, low)
• {{USAGE_UNIT}}: What customers consume on a plan (e.g. credits, seats, API calls, records)
• {{PLAN_LADDER}}: Your plans with price and included {{USAGE_UNIT}}, lowest to highest
• {{SCALE_PRICE}}: Monthly price of the plan you expect a mature customer to sit on (default thresholds below assume about $1,200 a month)
• {{EXPANSION_TARGETS_FILE}}: Optional: a maintained list of target accounts with their expansion angle and status
• {{DIGEST_CHANNEL}}: Where the digest posts (e.g. a #expansion-leads Slack channel)
• {{ERROR_CHANNEL}}: Where run failures post
• {{EXPANSION_OWNER}}: The person who works expansion conversations

Step 1: Build the working universe

1. Pull every active subscription with a price above zero from {{BILLING_SOURCE}}: account domain, plan, monthly price, included {{USAGE_UNIT}}, remaining {{USAGE_UNIT}} this cycle, billing interval. Page through until you have all of them.
2. Pull every account at {{CLOSED_WON_STAGE}} from {{CRM}}.
3. The working universe is the intersection: in the closed-won stage AND paying. Drop any domain that appears in only one source, and log the mismatches; they are usually billing or CRM hygiene problems worth a separate look.

Step 2: Score each account (default maximum 8.5)

Collect for each account: monthly price, tier tag, ACV tag, employee count, and burn (share of this cycle's {{USAGE_UNIT}} already used). Compute the score in code, not by eye.

Tier (a gate, not just points). Only the top two tiers in {{TIER_TAGS}} are scanned.

• Top tier (default Diamond): 2.0
• Second tier (default Gold): 1.0
• Anything lower or untiered: excluded from the scan entirely

ACV potential (from {{ACV_TAGS}})

• High: 1.5
• Medium: 0.75
• Low or untagged: 0

Price gap (what they pay against {{SCALE_PRICE}}). Defaults assume a scale plan around $1,200 a month; rescale the bands to your own ladder.

• $250 a month or less: 2.0
• $251 to $500: 1.5
• $501 to $750: 1.0
• $751 to $1,200: 0.5
• Above $1,200: 0 (already at scale; less urgency)

Headcount against price (an ACV mismatch)

• 200+ employees paying $750 a month or less: 1.0
• 75 to 199 employees paying $750 a month or less: 0.5
• Under 75 employees: 0

Burn = (included − remaining) / included × 100. If the included amount is not on the subscription, take it from the plan in {{PLAN_LADDER}}.

• 90% or more: 2.0 (critical; they are probably already topping up)
• 70% to 89%: 1.5
• 50% to 69%: 0.75
• Under 50%: 0

If burn cannot be determined, use the most recent usage note on the account. If there is none, the default is to score burn as 0 and say so in the entry. Never guess it.

Sort descending and keep the top 25.

Step 3: Add the expansion context

For each of the top 25, check {{EXPANSION_TARGETS_FILE}} if you keep one:

• Use the recorded expansion angle and category if the account is listed.
• Skip accounts already in motion. Default: status "live upgrade conversation" or "meeting booked". A second rep opening the same conversation is worse than missing a week.

If the account is not listed, derive the angle from the signals: burn, headcount against price, ACV tag.

Step 4: Classify urgency

Critical: act this week, if any of:

• Burn 90% or more
• A buyer-initiated signal on the account (they flagged running out, asked about upgrading)
• Top tier paying $500 a month or less

High: act within two weeks, if any of:

• Burn 70% to 89%
• 200+ employees paying $600 a month or less
• Score 6.0 or more

Medium: on the radar. Everything else in the top 25.

Step 5: Post the digest

Post to {{DIGEST_CHANNEL}}, one message per account so each can be claimed and threaded.

Header message first:

Weekly expansion scan, week of <Monday date>
<N> paying customers scanned

| Urgency  | Rule (from Step 4)                                              | Count |
| Critical | Burn ≥ 90%, buyer asked, or top tier paying ≤ $500/mo           | <x>   |
| High     | Burn 70 to 89%, 200+ employees paying ≤ $600/mo, or score ≥ 6.0 | <x>   |
| Medium   | The rest of the top 25                                          | <x>   |

Top 5 by urgency, then top 5 by ARR upside, below.

Then two short lists:

1. Top 5 by urgency: the highest composite scores.
2. Top 5 by ARR upside: (recommended plan price − current price) × 12, highest first, ties broken by employee count. Skip anyone already in the first list.

Then the remaining Critical and High accounts, then Medium accounts up to a total of 20. Critical and High are always posted, even if together they pass 20; in that case no Medium accounts are posted. Otherwise cut the lowest-scoring Medium accounts first.

Each account message:

Title line: <urgency> <tier> <Company> (<domain>) | $<current>/mo → <recommended plan>

Up to five bullets:

• Who: a named contact (champion, economic buyer or expansion owner) with their LinkedIn URL. If there is none on file, write "Contact not on file; enrichment recommended." Never invent one.
• Signal: the specific reason: burn, repeated top-ups, headcount against price, something the buyer said, seats filling up, a use-case ceiling.
• Context: current plan, relationship history, any open or past upgrade conversation.
• Reach out: one concrete suggestion naming who contacts them, on which channel, with what angle and what ask. Good: "{{EXPANSION_OWNER}} emails the ops lead about hitting 100% of their allowance, which she raised on the last call; ask is the next plan up." Bad: "Follow up with the team."
• Score: tier and the score out of 8.5.

In a thread reply: the score breakdown, other contacts at the account, and the CRM record link.

The digest suggests outreach; it never sends any. A person decides and acts.

Step 6: When things go wrong

• Fewer than 5 accounts qualify: post the digest anyway, with a note: "Low qualifying count. ACV tags may need refreshing on recently won accounts."
• The billing or CRM pull fails: post the error to {{ERROR_CHANNEL}} and stop. A digest built on half the book is misleading.

What good looks like

• Every account in the digest is paying, closed-won and in a top tier, and none is already in an open upgrade conversation.
• Every score can be rebuilt from its breakdown in the thread.
• Every entry names a real person and a specific move. The suggested reach-out could be sent after a two-minute edit.
• Critical accounts are the ones a person would agree are urgent on sight: running out of allowance, asking for more, or clearly underpaying for their size.
• The same account does not appear in both top-5 lists.
• When data is missing (no burn, no contact), the entry says so instead of filling the gap.