SaaS renewal tracker
Most teams track the renewal date, which is the wrong date. By the renewal date the contract has already rolled; the date that matters is the notice deadline, often 30 to 90 days earlier, and the decision has to be made well before that. This tracker works backwards from the renewal to the dates you can still act on.
Download it
What you get
- A renewal calendar with notice deadline and decision-by date calculated for each contract
- Auto-renew and price uplift terms captured in one place
- A 90-60-30 day review routine for each renewal
- A negotiation prep sheet for renewals you intend to keep
Who it's for
- RevOps teams owning sales and marketing tool contracts
- Procurement and finance teams managing software renewals
- Tool owners who get surprised by auto-renewals
What's inside
5 sections, each listed with its own size. The first is previewed below; the remaining 4 come with the download, with blank rows ready to fill in.
| Section | Size | Previewed |
|---|---|---|
| Renewal calendar | 11 columns, 3 worked example rows | Below |
| 90-60-30 review | 3 columns, 4 worked example rows | In the download |
| Renewal negotiation prep | 7 fields to complete | In the download |
| Contract terms to record for every tool | 7-point checklist | In the download |
| Why renewal dates are the wrong alarm | Guidance notes | In the download |
Preview of section 1
Renewal calendar
Notice deadline = Renewal date - Notice period. Decision-by = Notice deadline - 30 days. Example dates are calculated from the example terms.
| Tool | Vendor contact | Owner | Annual value | Renewal date | Notice period (days) | Notice deadline | Decision-by date | Auto-renew? | Uplift cap | Status |
|---|---|---|---|---|---|---|---|---|---|---|
| Sales engagement tool | RevOps | $60,000 | 2027-03-31 | 60 | 2027-01-30 | 2026-12-31 | Yes | 5% | Usage review | |
| Data enrichment tool | Marketing ops | $30,000 | 2026-12-15 | 30 | 2026-11-15 | 2026-10-16 | Yes | None | Decision: cut |
How to use it
1. Enter the contract terms, not the invoice dates
Pull renewal date, notice period, auto-renew clause, and any uplift cap from the signed order form. Invoice dates are often different from contract dates.
2. Calculate the two dates that matter
Notice deadline = Renewal date minus notice period. Decision-by date = Notice deadline minus 30 days (or longer for tools with a lot of users). Put the decision-by date on the owner's calendar.
3. Run the 90-60-30 routine
At 90 days before the decision-by date, pull usage. At 60, decide keep, cut, or renegotiate. At 30, have the vendor conversation or send notice. Do not wait for the vendor's renewal email.
4. Send notice in writing even if you plan to renew
Where the contract allows it, sending notice of non-renewal and then negotiating puts you in a stronger position and removes the auto-renew risk. Check the contract language first.
Frequently asked questions
How do you track software renewals?
Keep one register with each contract's renewal date, notice period, auto-renew clause, and uplift cap, then calculate the notice deadline and a decision-by date ahead of it. Put the decision-by date on the owner's calendar and review 90, 60, and 30 days before.
What is a notice period in a SaaS contract?
The number of days before renewal by which you must tell the vendor you do not want to renew. If you miss it, an auto-renewing contract typically renews for another term.
How early should you start a SaaS renewal negotiation?
At least 90 days before the notice deadline for significant contracts. That leaves time to measure usage, look at alternatives, and negotiate before you lose the option to exit.