Vendor Contract Renewal Tracker
Your agent scans every active vendor contract, flags renewals 60 and 30 days out, pulls last year's usage data and spend patterns, and drafts a recommendation for each: renew as-is, renegotiate with specific talking points, or cancel with a cost savings calculation attached.
Auto-renewals are the most expensive emails nobody reads.
The average company with 50-200 employees carries 80-120 active vendor contracts. According to Gartner's 2024 SaaS Management report, companies waste 25-30% of their SaaS spend on underutilized or forgotten subscriptions. That's not a rounding error — it's a line item nobody's watching.
A $24,000/year tool that 3 people use renews because nobody tracked the cancellation window. Multiply that across 10-15 underutilized tools and you're looking at $100K-$200K in preventable spend. Every year. The money doesn't disappear in one big charge — it leaks out in dozens of small ones.
Four data sources. Two alert windows. Zero contracts slipping through.
The agent ingests contract documents (PDFs, email threads with terms), usage data from your SSO and IT tools (who actually logs in, how often), historical spend from your accounting system, and renewal terms including auto-renew dates, cancellation windows, and price escalation clauses.
60 days before renewal, you get an initial flag with a usage report. 30 days out, the agent delivers a final recommendation with action items. That two-stage system gives you time to negotiate when negotiation is still possible — not after the auto-renew has already fired.
One page per vendor. Usage data, spend trends, and a clear call.
Each vendor gets a one-page assessment: current annual cost, usage rate (what percentage of seats are actually active), usage trend (increasing, flat, or declining), renewal terms, and a clear recommendation. No ambiguity — renew, renegotiate, or cancel.
For renegotiate recommendations, the agent writes specific talking points: "Usage dropped 40% since onboarding — request 30% discount or downgrade to lower tier." For cancel recommendations, it includes the savings calculation and migration notes so your team can act immediately.
60-day flags arrive monthly. 30-day flags hit Slack individually.
At 60 days, you get a monthly batch — a summary of every contract approaching renewal, with initial usage data. That's your planning window. At 30 days, each contract gets its own Slack alert because at 30 days, you need to act. Each alert links directly to the full one-page assessment.
You make the decision — renew, renegotiate, or cancel. The agent drafts the vendor email for whichever path you choose: a renewal confirmation, a renegotiation request with your talking points built in, or a cancellation notice that hits the right tone. You review, send, and move on.