Create the renewal

You can add a contract from Renewals or from Intake · Queue. Intake is the review path when you are capturing from a document or CSV. Direct entry is enough when you already know the details.

  1. Sign in and open Renewals, or open Intake · Queue and use manual entry.
  2. Set the type to Contract and enter a name that your team will recognize later.
  3. Choose an existing vendor. On an existing renewal, use Not listed? Add vendor if the supplier is missing. Every renewal must point at a vendor.
  4. On Intake · Queue, set Owner (Me / default if you leave it blank), Department, and Location. Those fields control who else can see a non-confidential record.

Fill the fields that make the next review possible

The useful contract record is the one a reviewer can open without hunting through email. These fields are the ones the product actually stores on the renewal.

  1. Enter the renewal date (when the next term begins) and the cancellation deadline (when notice must be given).
  2. Set auto-renew to Yes, No, Unknown, or N/A. Yes items receive extra attention before they roll.
  3. Add contracted cost, currency, and billing frequency so estimated annual cost can be calculated.
  4. Set renewal frequency to Monthly, Quarterly, Semiannual, Annual, Custom, or Non-recurring. Custom uses a numeric interval and unit, not free text.
  5. On Standard or Business, upload the agreement from the renewal page. PDF only, up to 10 MB.
  6. Save the record. Status starts as Active until someone records a later decision.

Record the decision on purpose

Needs Attention stays on open records until a real outcome is written down. Mark as reviewed means someone looked at it; it is not renew, cancel, or expire.

  1. Open the renewal before the cancellation deadline, not only on the renewal date.
  2. Use Mark as reviewed to record that you looked at the record. The button then shows Reviewed.
  3. Use Decision pending to record that a review is underway without hiding the item from Needs Attention.
  4. Open Review again in on the Decision card to hide the item from Needs Attention for a chosen number of days. That interval cannot cross a renewal or cancellation deadline, and overdue items cannot be hidden.
  5. Use Renew and start next period when you are keeping the commitment. Set Next renewal date and New cost first. That locks the current period into history.
  6. Use Will not renew or Mark ended when the commitment stops. Choose a non-renewal reason when you will not renew.
Start tracking renewals