Renewals
The problem: auto-renewals that no one reviews
Software contracts quietly renew themselves. Prices increase slightly each year, terms change, licenses for ex-colleagues continue. And at some point, the contract is extended by a year without anyone noticing.
In enterprise organizations with dozens of software contracts, this is not the exception but the rule. It costs money monthly and creates compliance risks that only become visible during an audit.
Our approach: one overview, proactive alerts
Contract management at SoftVaro is neither a tool nor a dashboard. It’s a fixed point of contact that monitors your contract portfolio, keeps an eye on renewal dates, and raises the alarm well before the deadline, giving you room to negotiate.
What’s included in contract management?
What SoftVaro contract management covers, practical and without overhead.
Contract overview
Centralized overview of all your software contracts: durations, prices, license counts, and critical dates. Always up to date.
Proactive alerts
We raise the alarm around every renewal deadline. Not 2 weeks before, but three to six months ahead.
Price tracking
Year-on-year price increases mapped out. We see patterns you might miss with individual contracts.
License utilization
We monitor whether the licenses you pay for are actually used. Unused licenses mean direct savings.
Renewal negotiation
Every renewal is a negotiation opportunity. We prepare and execute on your behalf, if you wish.
Dedicated contact
One contact person for your software contracts. No tickets you have to track yourself.
Here’s what the renewal process looks like
Early review
Renewal is approaching. We review the license agreement based on current market data. You get informed with a concrete recommendation.
Strategy choice
Decide the strategy: renew with better terms, migrate to an alternative, or scale down? The choice is yours, backed by our analysis.
Negotiation
Where necessary, we start negotiations with the software vendor. 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
The new renewal cycle begins. We keep monitoring: usage, price developments, contract data. On to the next renewal.
Why this matters
of renewals quietly extended by enterprise organisations
average annual price increases from software vendors
negotiation window if you start on time
Frequently Asked Questions
Do I need to purchase a tool?
No. We use our own system to maintain your portfolio. You get a clear report without having to transfer data or implement a tool yourself.
How much time does it take us?
Getting started involves 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, averaging 1 to 2 hours per contract per year.
Which contracts do you manage?
All software contracts you want to have control over. This can start with 5 critical contracts up 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 which model suits you based on your portfolio.
Can I start with just one contract?
Absolutely. Many organisations engage us for one specific contract that costs a lot or is about to expire. If it works out, we expand.
Renewal in sight? Or just want control?
Send us an overview of your key contracts or the contract that’s about to expire. We respond within 24 hours and show you what we can do.