Summary

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Properties

  • Meeting Date: Unknown
  • Meeting Type: Call
  • Note Type: Summary
  • Attendees: Scott Warner, Shawn Remick, Kevin Prill

1. Meeting Summary

I met with Kevin Prill from NetSuite, along with Shawn Remick, to discuss options for supporting Shaper Tools through its planned wind-down. I shared that Shaper Tools is expected to cease operations on 10/31/2026, and that this is driving concern around renewing NetSuite for a full 12-month term when the business may only need transactional support for a limited period beyond the current license end date of 8/31/2026.

The main objective was to understand whether NetSuite can accommodate a shorter renewal or another structure that allows us to keep Shaper Tools operational through 10/31/2026 while also preserving access to historical data through audit completion, likely into early 2027. Kevin indicated that NetSuite's default position is generally a 12-month minimum renewal, but he believes there may be room to work with finance and contracts on an exception given the dissolution scenario.

We also spent time clarifying data retention and offboarding. Shawn raised an important concern that the contract language appears to allow 120 days for data transfer after departure, while Kevin's understanding was that system access generally stops immediately after license expiration. Kevin committed to confirming the actual retention, export process, and available file formats. That is a key open item, since a clean flat-file export may reduce or eliminate the need for a more complex interim data solution.

Kevin suggested another possible path using NetSuite Analytics Warehouse as a lower-cost way to retain and access data after transactional use ends. His preliminary view was that we may be able to structure a reduced NetSuite renewal through roughly February 2027, paired with Analytics Warehouse, so Shaper Tools can keep transacting through its shutdown date and still retain data through year-end close and audit. I made clear that our preference is to keep NetSuite functional as long as possible, ideally through the end of October, and then maintain data access only as long as needed to complete audit and closeout.

Overall, this was a productive initial discussion. The likely direction is either a reduced-scope short-term renewal through the shutdown period plus limited post-close access, or a cleaner export approach if NetSuite's data extraction options are straightforward enough.

2. Attendee List

  • Scott Warner
  • Shawn Remick
  • Kevin Prill

3. Action Items

  • [Kevin Prill] Confirm NetSuite's actual post-termination data retention policy, including whether access ends immediately at license expiration and how the 120-day retention language applies.
  • [Kevin Prill] Provide details on available data export methods and file formats, including whether flat-file or similar direct export options are available.
  • [Kevin Prill] Work with NetSuite finance and contracts to explore short-term renewal options instead of a standard 12-month renewal.
  • [Kevin Prill] Develop proposal options that support Shaper Tools operating through 10/31/2026 and data retention/access into early 2027.
  • [Kevin Prill] Evaluate whether NetSuite Analytics Warehouse could be used as a lower-cost interim data retention solution after transactional operations end.
  • [Kevin Prill] Share pricing and structure for any Analytics Warehouse-based option, including whether it can remain active after the ERP transactional environment is reduced or retired.
  • [Scott Warner] Provide written documentation or a formal letter if NetSuite needs support for internal approval of a non-standard renewal structure.
  • [Scott Warner and Shawn Remick] Review whether SawStop or another internal entity already using NetSuite has in-house expertise that could help with Analytics Warehouse or related implementation.
  • [Shawn Remick] Continue contingency planning for an alternate temporary platform in case NetSuite cannot support the needed timing or commercial structure.

4. Relevant Timelines

  • 08/31/2026 - Current NetSuite license end date for Shaper Tools.
  • 09/01/2026 - Potential point where access could change if renewal is not in place.
  • 10/31/2026 - Target date for Shaper Tools to cease operations.
  • January 2027 - Likely audit activity tied to year-end close.
  • February 2027 - Outer limit discussed for retaining access to data to support audit and final closeout.
  • This week - Kevin to try to provide initial answers and proposal options before being out of office next Thursday and Friday.
  • Early next week - Tentative reconnection after Kevin gathers feedback from NetSuite finance and contracts.

5. Additional Notes

  • I explicitly noted that the Shaper Tools shutdown is not yet public and asked that the discussion remain confidential.
  • The CFO's concern is specifically around avoiding a full 12-month renewal when the business need appears shorter.
  • Shawn highlighted an important gap between our reading of the agreement and Kevin's understanding of access at expiration. We need a definitive answer here before deciding on a path.
  • Our preferred outcome is still to remain in NetSuite through the end of Shaper Tools operations rather than move to an interim system for September and October.
  • The term "bare bones" renewal needs to be interpreted carefully. We may be able to reduce some licensing cost, but we still need enough users and API capability to support actual operations through shutdown.
  • If NetSuite's export process is simple and reliable, we may not need Analytics Warehouse at all.
  • If Analytics Warehouse is required, we should determine whether we can implement it ourselves or leverage expertise from another internal entity already using NetSuite.