Renewal tracking for nonprofits
Keep your mission on track, not your spreadsheets
RenewalTracker helps nonprofits track charitable registrations, annual filings, grant reporting deadlines, insurance, staff and volunteer credentials, and vendor agreements, with automatic email reminders to the people responsible. You can also manage virtually any other business item with a renewal or expiration date.
- No credit card required
- Live in under 60 minutes
- Built for lean compliance teams
| Item | Group | Due | Status |
|---|---|---|---|
| Business License — Store 123 | East Region | Overdue 2 days | Open |
| Microsoft 365 E3 (48 seats) | IT | Due in 6 days | Remitted |
| Contractor License — TX | Field Ops | Due in 12 days | Open |
| Health Permit — Store 210 | West Region | Due in 24 days | Open |
| E&O Policy — Professional Liability | Finance | Due in 41 days | On hold |
RenewalTracker · Item Notification
3 renewals need your attention
- Business License — Store 123Overdue
- Microsoft 365 E36 days
- Contractor License — TX12 days
Trusted for 19+ years by teams managing renewals across organizations in every industry
The problem
Small teams carry a long list of filings, grants and agreements.
- A state charitable registration came due without anyone noticing
- A grant report deadline was found only days before it was due
- Background checks and volunteer certifications expired between programs
- Insurance policies and certificates were hard to find when a partner asked
- Software and service subscriptions renewed automatically
A missed filing or report can put funding, partnerships or good standing at risk. With lean staff and changing volunteers, deadlines need a reliable home.
The solution
One place for every filing, grant and credential. RenewalTracker reminds the right people in time, even when roles change.
Track registrations and filings
Charitable solicitation registrations, annual reports and other recurring filings, by state.
Stay ahead of grant deadlines
Grant reporting, renewal and close-out dates, with reminders for each program.
Keep staff and volunteer credentials current
Background checks, certifications and required training, tracked per person.
Manage insurance and agreements
Insurance policies, leases, partner agreements and vendor contracts in one view.
How it works
Add your filings, grants and agreements
Import what you already track from a spreadsheet, or add items by hand. There is no IT project.
Set your reminder windows
Choose who's notified and how far in advance, down to the individual item.
Stay ahead, automatically
Get alerted well before anything lapses, expires or auto-renews, and see every open item in one dashboard.
Why nonprofits teams choose RenewalTracker
- Fast to deploy — live in under 60 minutes, with no IT project
- Affordable — plans from $49/month with unlimited items
- Secure by design — TLS encryption, MFA, SSO and role-based access
- Organized your way — group items by program, location or department
- Responsive support — setup assistance and ongoing support on every plan
Built for
- Charities and foundations
- Health and human services organizations
- Youth and family services
- Associations and membership groups
- Faith-based organizations
- Executive directors and finance teams
Track nearly every renewal type
- Licenses
- Permits
- Certifications
- Subscriptions
- Agreements
- Contracts
- Payments
- Invoices
- Memberships
- Insurance policies
- Commitments
- Inspections
- Anything else with a renewal or expiration date
By what you track: License tracking · Permit tracking · Contract renewal tracking · Certification tracking · Everything you can track
Results
“The system provides greater flexibility in how we sort information and allows us to look ahead, enabling a more proactive approach.”
25,000+ items600+ clients
Read the case study →“They make it easy to manage licenses and contracts to always stay ahead.”
3,100+ items50 states
Read the case study →“We’re not missing renewals anymore. This is a big win and gives us a competitive advantage.”
2,700+ items140+ customers
Read the case study →Trusted by teams across a wide range of industries. See the industries we serve.
Everything you need
Intelligent notifications
Automatic email reminders to the right people, on your schedule.
Streamlined processes
Statuses, workflows and bulk actions for every renewal process.
Role-based access
Secure, user-specific permissions and view-only users.
Unlimited scale
Track an unlimited number of items, organized your way.
Customizable
Custom fields, labels, statuses and key dates.
Flexible for any business
Any recurring item, in any department or industry.
Centralized command
One place for every renewal and its documents.
Secure environment
TLS encryption, MFA, SSO, IP checks and secure access.
Custom forms
Build forms such as check requests, pre-filled from the item.
FAQ
Can we track filings in several states?
Yes. Track each registration or filing with its own state, due date, documents and owner.
Can we track grant deadlines?
Yes. Add each grant's reporting and renewal dates, and set reminders for the people responsible.
Can volunteers or board members get reminders?
Yes. You choose who is notified for each item, including view-only and notification-only users.
Is RenewalTracker a donor or grant management system?
No. It doesn't manage donors or grant applications. RenewalTracker tracks renewal and expiration dates alongside your existing systems.
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.
Spend your time on the mission, not on deadlines.
Plans from $49/month. Free 14-day trial.