Buyer's guide
How to choose renewal tracking software
A plain checklist for comparing your options. Ask every vendor the same questions; our own answers are shown beside each one.
How do you choose renewal tracking software?
Start with what you need to track and who has to act on it. Then check that the software can hold every type of renewal you have, remind the right people on the schedule you choose, and keep the details and documents with each item. Finally, check how easily you can set it up and bring in your spreadsheet data, and whether its security options, pricing and support fit your team.
What to look for
| What to ask | How RenewalTracker handles it | |
|---|---|---|
| Types of renewals | Can it track everything you renew, not only one kind of item? | Licenses, permits, certifications, contracts, subscriptions, insurance policies, payments, memberships, inspections and virtually any other business item with a renewal or expiration date, with unlimited items on every plan. |
| Reminder timing and recipients | Can you set when reminders go out for each item and choose who gets them? | You set reminder windows per item, from 90 days out down to the due date, and choose who is notified and who is copied. |
| Custom fields | Can it hold the details your team needs, such as key terms, and not only a date? | Custom fields, statuses and renewal frequencies, so key terms and details stay with each item. |
| Document attachments | Can the license, contract or certificate stay with the item it belongs to? | Attach the license, contract or certificate to each item. Plans include 1 GB or 3 GB of storage, and you can add more. |
| Ease of setup | How long until your team is using it, and what does that take? | 100% web-based, with nothing to install. Most teams are live in under 60 minutes, and setup assistance is included. |
| Importing from spreadsheets | Can you bring your current list across instead of retyping it? | Copy your list into an Excel import template aligned to your configuration, then upload it. Items, contacts and reminders can all be imported. You can also export to Excel at any time. |
| Security and sign-in options | Does it meet your IT team's requirements for encryption, sign-in and access? | 256-bit TLS encryption, AES-256 encryption at rest, US hosting, and role-based access with view-only and notification-only users. Every plan includes multi-factor authentication by email one-time passcode. Single sign-on (SSO) and Cisco Duo are available as options. |
| Pricing | Is the price clear, and what makes it go up as you grow? | Pricing is based on Groups. Basic is $49/month or $499/year (5 Groups, 3 full users, 3 view-only users). Basic Plus is $69/month or $699/year (10 Groups, 5 full users, 5 view-only users). Every plan tracks unlimited items, and there is a free 14-day trial. |
| Support | Who helps when you have a question, and how do you reach them? | RenewalTracker is self-administered by each customer, so your organization's RenewalTracker administrators are the first point of contact for your users. They have a dedicated account representative and our support team, by phone and email from 8 a.m. to 5 p.m. US Central Time on business days and through the chat on this website. |
When a spreadsheet is enough, when dedicated software helps, and when you need a CLM
A spreadsheet is enough
When the list is short, one person looks after it, and a missed date would cost little. Someone still has to remember to check it.
RenewalTracker vs. spreadsheets →Dedicated software helps
When several people, locations or clients share deadlines, when a missed renewal would be costly, or when you need a record of what was done. Reminders go out without anyone opening a file.
Estimate the cost of manual tracking →You need a CLM
When you need to manage how contracts get created. RenewalTracker tracks contracts; it doesn't create them. Contract lifecycle management (CLM) suites manage how contracts get created, including drafting, redlining, approvals and e-signature, and they generally cost much more. RenewalTracker starts once a contract is signed: it keeps the contract with its key terms and details in custom fields, tracks the expiration date, and automatically emails the people involved in advance, so your team never misses a renewal or payment.
Renewal tracking vs. CLM software →Questions
How do you choose renewal tracking software?
Start with what you need to track and who has to act on it. Then check that the software can hold every type of renewal you have, remind the right people on the schedule you choose, and keep the details and documents with each item. Finally, check how easily you can set it up and bring in your spreadsheet data, and whether its security options, pricing and support fit your team.
What should I look for in renewal tracking software?
Check what types of renewals it can track, how reminder timing works and who gets reminded, custom fields, document attachments, ease of setup, importing from spreadsheets, security and sign-in options, pricing, and support.
When is a spreadsheet enough for tracking renewals?
A spreadsheet can be enough when the list is short, one person looks after it, and a missed date would cost little. Dedicated software helps when several people share deadlines or a missed renewal would be costly.
When do I need CLM software instead of renewal tracking software?
When you need to manage how contracts get created. RenewalTracker tracks contracts; it doesn't create them. Contract lifecycle management (CLM) suites manage how contracts get created, including drafting, redlining, approvals and e-signature, and they generally cost much more. RenewalTracker starts once a contract is signed: it keeps the contract with its key terms and details in custom fields, tracks the expiration date, and automatically emails the people involved in advance, so your team never misses a renewal or payment.
How can I test renewal tracking software before buying?
Try it with your real list: copy it into the import template, upload it, set reminders on a few items and see who receives them. RenewalTracker offers a free 14-day trial with full use of every feature, and a personal web demo.
Not ready for a trial?
Start with something free. No sales call, no credit card.
Free download
Templates and checklists
Excel trackers for renewals, contracts and certifications, plus printable checklists.
Get them free →Free self-check
How ready are your renewals?
Ten quick questions, a score out of 100 and where to start closing the gaps.
Take the assessment →Free calculator
What does manual tracking cost you?
Estimate the time and risk of tracking renewals in spreadsheets and calendars.
Run the numbers →Or get renewal tracking tips once a month by email.
Test it with your own renewals
Bring your spreadsheet data into a free 14-day trial, or book a demo.