Comport Consulting ServTrax Pilot Case Study 2025

“A bad system will beat a good person every time.”

W. Edwards Deming

Introduction

In today’s fast-moving IT services world, renewal challenges are rarely caused by lack of effort or experience.

Most renewal teams are doing the best they can with the systems they have. They track expiring contracts in spreadsheets, chase distributor quotes through email, and log into multiple vendor portals just to piece together a complete picture. Even seasoned, disciplined teams struggle when the underlying system is fragmented.

That was the situation Comport found itself in. Instead of adding headcount or pushing their team harder, they decided to test a different approach. Through ServTrax’s pilot program, Comport explored what happens when renewals are supported by a modern, automated system built around clean install base data.

In just 112 days, that shift uncovered 347 contract renewal opportunities without adding a single new role. Keep reading to see how their pilot played out and what it unlocked.

The Challenge: Renewal Chaos Had Become Normal

Comport’s renewal challenges did not come from a lack of effort or attention.

Like many mid-market VARs, their renewal process relied on a mix of spreadsheets, inboxes, and vendor portals. Support expirations were tracked manually. Distributor quotes arrived by email. Visibility across accounts depended on who had the latest version of a file.

As renewal volume increased, the "system" could not keep up:

• Finding expiring contracts took too long

• Verifying coverage required multiple logins

• Preparing customer-ready renewal quotes meant copying and pasting data from different sources

The result was predictable: renewals were harder to manage than they needed to be; opportunities were easy to miss; and valuable time was spent reconciling data instead of engaging customers.

Comport did not need better people or more effort. They needed a tool that worked as hard as their team did.

Why Comport Chose a Pilot Instead of a Full Rip-and-Replace

Rather than committing to an immediate, full-platform rollout, Comport joined ServTrax’s pilot program to evaluate whether a more modern renewal workflow was even possible.

The pilot was intentionally limited in scope and focused on their real data, not demos.

The goal was simple: centralize install base data, automate renewal quoting, and see what surfaced.

What the Pilot Delivered in 112 Days

During the pilot, Comport achieved measurable results quickly:

• 347 contract renewal opportunities uncovered

• 113,156+ managed assets centralized in a white-labeled platform

• Automated conversion of Arrow distributor quotes into customer-ready renewals

• Streamlined visibility across accounts to identify inventory instantly

All of this happened without adding staff or increasing manual effort.

The Turning Point: Centralized Install Base Data

The biggest shift came from using ServTrax as a platform as a service to centralize all assets, contracts, and distributor quotes in one place.

Instead of jumping between portals and spreadsheets, renewal data became visible, searchable, and actionable by Comport leadership, sales reps, renewals team, and their customers.

Impact on Day-to-Day Operations

Within four months, Dave Ammons, Comport’s Renewal Specialist, experienced the change firsthand. He went from juggling hundreds of expiring contracts across spreadsheets and emails to managing more than 113,000 assets with clarity and control.

• Customer-ready renewal quotes were automated

• Admin work reduced

• Hours freed up each week

Without ServTrax, he would still be copying and pasting distributor quotes and working without a vendor-agnostic view of support expirations.

What Changed for the Business as a Whole

With cleaner data and automated workflows in place, Comport gained:

• Earlier visibility into upcoming renewals

• Fewer surprises at quarter end

• More confident and informed customer conversations beyond "just checking in"

• The ability to scale renewal management without hiring

Renewals started feeling manageable.

Why This Matters for Other VARs

Comport’s experience highlights what is possible when renewal teams move beyond fragmented systems.

The results did not come from working harder or adding headcount. They came from prioritizing the foundation of clean install base data and workflows that support the way renewal teams actually work.

For VARs facing the same challenges, the opportunity is often already there. It is just hidden by bad data and broken processes.

Start Your Own Pilot Today

If you are ready to uncover hidden renewal opportunities, streamline renewal workflows, and automate customer-ready quotes without adding headcount, ServTrax can help.

The fastest way to see what is possible is to start with a pilot.

Learn more about the ServTrax platform and start your own 90-day pilot today.