Contract Management & Renewals
The problem: auto-renewals that nobody reviews
Software contracts quietly renew themselves. The price increases slightly each year, conditions shift, licenses for ex-colleagues continue. And before you know it, the contract has been extended for another year without anyone noticing.
For Enterprise organizations with hundreds 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 not a tool or a dashboard. It’s a dedicated point of contact that oversees your contract portfolio, monitors renewal dates, and raises the alarm well before the deadline when you still have room to negotiate.
What is included in contract management?
What SoftVaro contract management covers, practical and without overhead.
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 around every renewal deadline. Not 2 weeks before, but three to six months in advance.
Price development insights
Year-on-year price increases mapped out. We spot patterns you’d miss with individual contracts.
License usage
We monitor whether the licenses you pay for are actually being used. Unused licenses are direct savings.
Renewal negotiation
Every renewal is a negotiation opportunity. We prepare and execute on your behalf if you wish.
Dedicated point of contact
One contact person for your Software contracts. No ticket system you have to manage yourself.
This is what the renewal process looks like
Early review
Renewal is approaching. We review the license agreement based on benchmark data. You receive a concrete recommendation.
Strategy choice
Decide on strategy: renew under better terms, migrate to an alternative, or downscale? The choice is yours, with our support.
Negotiation
Where necessary, we initiate negotiation with the Software vendor. Based on benchmark data and internal analysis, we secure better terms.
Closing
Contract signed, terms documented, portfolio updated. You sign, we ensure everything is accurate.
Monitoring phase
A new cycle begins. We continue to monitor: usage, price developments, contract data. On to the next renewal.
Why this matters
the ideal time to start before a renewal
average annual price increases from Software vendors
realised savings for our clients
Frequently Asked Questions
Do I need to purchase a tool?
No. We work with our own system to manage your portfolio. You get a clear report without having to transfer data yourself or implement a tool.
How much time does it cost 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 moments at renewals, on average 1 to 2 hours per contract per year.
Which contracts does SoftVaro manage?
All Software contracts you want control over. That can start with 5 critical contracts up to your entire portfolio. Starting small and expanding is always possible.
How does SoftVaro earn money?
We start small. For your first request or renewal, we agree upfront transparently what SoftVaro earns. So you know exactly what to expect, with no obligations afterwards. If the collaboration works and grows, we make arrangements that fit the size of your portfolio, such as an annual agreement or a framework contract.
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 satisfied, 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.