Renewals
The problem: auto-renewals nobody reviews
Software contracts quietly renew themselves. Prices rise slightly each year, terms shift, licences for ex-colleagues continue. Eventually the contract is extended for another year without anyone noticing.
In enterprise organisations with dozens of software contracts this is not an exception, but the rule. It costs money monthly and creates compliance risks that only come to light during an audit.
Our approach: one overview, proactive alerts
Contract management at SoftVaro is not a tool or dashboard. It’s a dedicated point of contact that oversees your contract portfolio, keeps an eye on renewal dates, and sounds 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 entails, practical and without overhead.
Contract overview
Central overview of all your software contracts: terms, prices, licence quantities and critical dates. Always up to date.
Proactive alerts
We raise the alarm around every renewal deadline. Not two weeks before, but three to six months ahead.
Price development tracking
Tracking year-on-year price increases. We spot patterns you might miss with individual contracts.
Licence utilisation
We monitor whether the licences you pay for are actually used. Unused licences mean immediate savings.
Renewal negotiation
Every renewal is a negotiation opportunity. We prepare and carry it out, if you wish.
Dedicated point of contact
One contact person for your software contracts. No tickets you have to track yourself.
This is what the renewal process looks like
Early review
Renewal is approaching. We review the licence agreement based on current market data. You’ll be informed with a clear recommendation.
Strategic choice
Decide strategy: renew on better terms, migrate to an alternative, or scale down? The choice is yours, backed by our support.
Negotiation
Where necessary, we start negotiations with the software vendor. Based on market data and internal analysis, we secure the best terms.
Closure
Contract signed, terms documented, portfolio updated. You sign, we ensure everything is correct.
Monitoring phase
The new renewal process begins. We continue monitoring: usage, price development, contract dates. Preparing for the next renewal.
Why this matters
of renewals silently extended at 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 keep track of your portfolio. You receive a clear report, without having to transfer data or implement a tool yourself.
How much time will it take us?
Starting 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 points at renewals, typically 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 full portfolio. Starting small and expanding is always an option.
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. Together we determine which model suits you based on your portfolio.
Can I start with one contract?
Absolutely. Many organisations engage us for one specific contract that’s costly or nearing expiry. If it works out, we expand.
Renewal in sight? Or just want control?
Send us an overview of your most important contracts or the contract that is about to expire. We’ll handle your request within 24 hours and show you what we can do.