Contract Management & Renewals
The problem: auto-renewals nobody reviews
Software contracts quietly renew themselves. Prices increase slightly each year, terms shift, licences for ex-colleagues keep running. And at some point, the contract has been extended for another year without anyone noticing.
In Enterprise organisations with hundreds of Software contracts, this is not the exception but the rule. It costs money monthly and creates compliance risks only discovered during audits.
Our approach: one overview, proactive alerts
Contract management at SoftVaro is neither a tool nor a dashboard. It is a dedicated point of contact who monitors your contract portfolio, keeps track of renewal dates, and raises the alarm well before the deadline when you still have room to negotiate.
What does contract management include?
What SoftVaro contract management covers, practical and without overhead.
Contract overview
Central overview of all your Software contracts: durations, prices, licence counts and critical dates. Always up to date.
Proactive alerts
We raise the alarm around every renewal deadline. Not two weeks in advance, but three to six months beforehand.
Price development in view
Year-on-year price increases mapped out. We spot patterns you might miss with individual contracts.
Licence usage
We monitor whether the licences you pay for are actually used. Unused licences are direct savings.
Renewal negotiation
Every renewal is a negotiation opportunity. We prepare and execute, if you wish.
Dedicated contact
One point of contact for your Software contracts. No tickets you need to track yourself.
This is what the renewal process looks like
Early review
Renewal comes into view. We review the licence agreement based on benchmark data. You receive a concrete recommendation.
Strategy choice
Determine strategy: renew on better terms, migrate to an alternative, or downscale? The choice is yours, supported by our analysis.
Negotiation
Where necessary, we start negotiations with the Software manufacturer. Based on benchmark data and internal analysis, we secure better terms.
Closure
Contract signed, terms documented, portfolio updated. You sign, we ensure everything is correct.
Monitoring phase
A new cycle begins. We continue to monitor: usage, price development, contract data. On to the next renewal.
Why this matters
the ideal time to start before a renewal
average annual price increases from Software manufacturers
savings achieved by our clients
Frequently Asked Questions
Do I need to purchase a tool?
No. We work with our own system to keep track of your portfolio. You receive clear reporting without needing to transfer data yourself or implement a tool.
How much time does it take from us?
Starting 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, on average 1 to 2 hours per contract per year.
Which contracts does SoftVaro manage?
All Software contracts you want to control. This can start with 5 critical contracts up to your full portfolio. Starting small and expanding is always possible.
How does SoftVaro earn money?
We start small. For your first request or renewal, we agree in advance transparently what SoftVaro will earn. So you know upfront what to expect, with no obligations afterwards. If the collaboration works well and grows, we make agreements that fit the size of your portfolio, for example an annual contract or a framework agreement.
Can I start with just one contract?
Absolutely. Many organisations engage us for one specific contract that costs a lot or is nearing expiry. If it proves successful, we expand.
Renewal in sight? Or just want control?
Send us an overview of your key contracts or the contract that's expiring soon. We will process your request within 24 hours and show what we can do.