---
title: "Xray Renewal Guide"
canonical: "https://docs.getxray.app/space/ProductKB/1551335426/Xray%20Renewal%20Guide"
format: markdown
---
> Macro (toc)
> Macro (rw-ui-steps-macro)
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> > Macro (rw-step)
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> # Step 1 → Before anything else find Your Renewal Date
>
>
> **Where to find it: **
>
> - Navigate into Jira,
> - click the switch sites & apps button and
> - choose “**Administration**”
>
> 
>
> - Navigate to “**Billing**”
> - Look for Xray in the list. Your expiry date is shown next to the app.
>
> 
>
> > ℹ️ **Important:** Once your renewal date is set, it cannot be changed. This means you cannot push it back if procurement runs late.
>
>
> The renewal notification goes to the app technical contact email. If that contact is on leave, has left the company, or is using an unmonitored inbox, the reminder may never reach the right person.
>
>
> > ✅ **Your action:**
> > ✅
> > ✅ - [ ] Share that date with procurement and finance **60** days before expiry.
>
>
>
>
> > Macro (rw-step)
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> # Step 2 → Know Who Actually Approves the Purchase
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>
> It’s probably not just one person. The most common renewal delay isn’t the payment itself, it’s finding out at the last minute that three people need to sign off and one of them is on holiday.
>
> The typical approval chain:
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> > Macro (carousel)
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>
> Many enterprise customers go to checkout thinking they can pay by credit card and discover at that moment that their company requires a Purchase Order, a vendor registration form, or a signed contract addendum. By the time they figure all this out, the licence has expired and the QA team is already screaming.
>
>
> > ✅ **Your action:**
> > ✅
> > ✅ - [ ] Identify who in your organisation approves the spend
> > ✅ - [ ] Ask them: “**Do we need a PO for this renewal?**”
> > ✅ - [ ] Find out your internal PO approval timeline (often 2–4 weeks)
> > ✅ - [ ] If you use a reseller or partner, confirm they’re involved early
> > ✅ - [ ] If direct from Atlassian:
> > ✅ - [ ] confirm billing contact,
> > ✅ - [ ] payment method, and currency
>
>
>
>
> > Macro (rw-step)
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> # Step 3 → Know Your Payment Path
>
>
> Not all payments are instant. Some take weeks. Don’t assume clicking “**Renew**” means the licence is instantly active. It does, but only if you’re paying by card.
>
> Payment methods and processing times may vary but they are usually the following:
>
> | **Payment Method** | **Processing Time** | **Best for** |
> | --- | --- | --- |
> | Credit card / PayPal | Instant | Small teams, fast decisions |
> | Bank transfer / ACH / Wire | 7–14 business days | Companies that pay by invoice |
> | Net-30 (invoice, 30-day terms) | 30–45 days from order | Orders >$10K annual Cloud |
> | Check (mailed) | 7–14 business days | When nothing else works |
>
>
> > ✅ **Your action:**
> > ✅
> > ✅ - [ ] Confirm your company’s preferred payment method
> > ✅ - [ ] If paying by card: ensure billing contact and card details are up to date
> > ✅ - [ ] If paying by bank transfer or ACH: allow at least 14 business days before expiry
> > ✅ - [ ] If your order is >$10K: check Net-30 eligibility (requires annual Cloud sub)
> > ✅ - [ ] If you use a partner/reseller: get their quote lead time & add it to your timeline
>
>
>
>
> > Macro (rw-step)
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> # Step 4 → Start Early. Seriously.
>
>
> **60** days is the minimum. **90** is better. Now you know your renewal date, who approves it, and how you’re paying. The only remaining question is: when do you start? The answer is: earlier than you think.
>
> | **60 days** | **Confirm renewal date and notify procurement** |
> | --- | --- |
> | 45 days | Confirm payment method, raise PO if required |
> | 30 days | Final approval from budget owner obtained |
> | 14 days | Payment initiated (bank transfer) OR card confirmed (instant) |
> | 7 days | Confirm licence renewal is processing or live |
> | 0 days | Licence active. QA team happy. |
>
>
> > ✅ **Your action:**
> > ✅
> > ✅ - [ ] Set a calendar reminder for 60 days before your renewal date
> > ✅ - [ ] Share the renewal timeline with your manager and procurement
> > ✅ - [ ] Consider setting Jira Admin email alerts to a monitored team inbox
> > ✅ - [ ] If considering multi-year: start the conversation 90+ days out
> > ✅ - [ ] After renewal confirm the new expiry date and share it
>
>
> | 60 days | Confirm renewal date and notify procurement |
> | --- | --- |
> | 45 days | Confirm payment method, raise PO if required |
> | 30 days | Final approval from budget owner obtained |
> | 14 days | Payment initiated (bank transfer) OR card confirmed (instant) |
> | 7 days | Confirm licence renewal is processing or live |
> | 0 days | Licence active. QA team happy. |
>
>
>
> Questions? Contact us at csm@getxray.app for more!