Contract Management & Renewals — control over every contract date
The problem: auto-renewals that no one reviews
Software contracts quietly renew themselves. The price goes up slightly each year, terms shift, licenses for former colleagues continue — and before anyone notices, the contract is extended for another year.
At enterprise organisations with dozens of software contracts, this is not the exception but the rule. It costs money monthly and creates compliance risks that only surface during audits.
Our approach: one overview, proactive alerts
Contract management at SoftVaro is not a tool or a dashboard. It’s a fixed point of contact that monitors your contract portfolio, keeps an eye on renewal dates, and raises the alarm in good time — well before the deadline when you still have room to negotiate.
What’s included in contract management?
What SoftVaro contract management includes — practical and hassle-free.
Contract overview
Central overview of all your software contracts: durations, prices, license counts, and critical dates. Always up-to-date.
Proactive alerts
We raise the alarm well before each renewal deadline — not two weeks ahead, but three to six months in advance.
Price development tracking
Year-on-year price increases mapped out. We spot patterns you’d miss with individual contracts.
License utilization
We monitor whether you’re actually using what you pay for. Unused licenses = direct savings.
Renewal negotiation
Every renewal is a negotiation opportunity. We prepare and execute, if you wish.
Dedicated contact person
One contact for all your software contracts. No tool you need to maintain yourself.
This is what a renewal cycle looks like
Early review
Renewal is approaching. We review the contract, check license utilization, and assess the market. You receive a clear recommendation.
Strategy choice
Define strategy: renew with better terms, migrate to an alternative, or scale down? The choice is yours, backed by our analysis.
Negotiation
If needed, we start negotiations with the publisher. Based on market data and internal analysis, we secure the best terms.
Closing
Contract signed, terms documented, portfolio updated. You sign, we ensure everything is correct.
Monitoring phase
New cycle begins. We continue monitoring: usage, price development, contract clauses. On to the next renewal.
Why this matters
of renewals quietly extended at enterprise level
average annual price increase without review
negotiation window if you start on time
Frequently Asked Questions
Do I need to buy a tool?
No. We work with a light in-house system where we maintain your portfolio. You get clear reporting without having to input data yourself or implement a tool.
How much time does it cost us?
Getting started requires a kick-off session of about 2 hours where we review your existing contracts together. After that, your time investment is limited to decision moments at renewals — on average 1–2 hours per contract per year.
Which contracts do you manage?
All software contracts you want to have control over. This can range from 5 critical contracts to your entire portfolio. Starting small and scaling up is always possible.
What does ongoing contract management cost?
We offer three models: fixed monthly fee for ongoing management, performance fee on savings at renewal, or a combination. We determine the best model based on your portfolio.
Can I start with one contract?
Absolutely. Many organisations start by engaging us for one specific contract that costs a lot or is due soon. If that works well, we expand.
Renewal in sight? Or just want control?
Send us an overview of your key contracts or the one that’s coming up soon. Within 24 hours we’ll show you what we can do.