Renewal PilotYour next renewal is months away. Someone should be tracking it.
Once your contracts are in Renewal Pilot, the system tracks every renewal date, cancellation window, and escalator clause for you. Alerts come through before the windows close.
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Most small businesses track contracts in a spreadsheet.
Or a calendar reminder, or a folder of PDFs, or someone's memory. It works for a while. The problems show up later:
- The auto-renewal fired three weeks ago and you're locked in for another year at the new rate.
- The cancellation window closed before anyone noticed it was open.
- A vendor sent a renewal notice that nobody opened, and now you're agreeing to a 12% increase by silence.
- The contract you meant to renegotiate before renewal is on your desk Friday with no time left.
These don't happen because someone made a bad decision. They happen because no one was looking at the contract on the day the decision had to be made.
Six things you don't have to track manually anymore.
Renewal dates and cancellation deadlines.
Every contract has both. The cancellation deadline often falls 60–120 days before the renewal date — you have to decide whether to keep the vendor before you've even thought about whether the vendor is still working. Renewal Pilot surfaces both, with multi-stage alerts as each one approaches.
Auto-renewal clauses.
The ones the AI extracted at upload, plus the ones the rule-based detector caught — month-to-month rolling renewals, "absent notice" conditional renewals, evergreen clauses. These get extra-aggressive alerting because they bite hardest.
Price escalators and rate changes.
Annual increases, CPI-tied adjustments, scheduled rate bumps. These get extracted at upload and surfaced as the escalator date approaches.
Term changes from new versions.
When you upload next year's renewal, Renewal Pilot recognizes it as a new version of an existing contract and shows you what changed. Rate, term length, cancellation requirements, key clauses.
Amendment activity.
When a vendor sends a mid-term amendment, upload it as a supporting document linked to the parent contract. The amendment terms get extracted and surfaced alongside the original.
Forwarded renewal notices.
Forward any vendor renewal email straight to your dedicated Renewal Pilot address. The system classifies it (renewal notice, price update, term change), matches it to the existing contract, and creates the appropriate alert.
Forward visibility into every contract obligation in your portfolio.
The Renewal Radar shows what's coming up across all your contracts, sorted by date. How far ahead you can see depends on your plan:
- Solo: 60 days
- Team: 90 days
- Business: 180 days
Further visibility means more time to evaluate alternatives, negotiate, or handle whatever you decide to handle.
Alerts arrive on the channels you already check.
Different channels for different urgency levels, configurable per user.
- Email and in-app alerts — every plan. Critical alerts arrive immediately; lower-priority alerts can be batched into a daily digest.
- Slack alerts — Team plan and above. Connect your workspace, pick a channel, alerts post directly there.
- SMS and WhatsApp alerts — Business plan, for high-priority renewals only. When a renewal is within 14 days or a contract is over $50K annual value, the alert escalates to your phone.
You set quiet hours and routing preferences in settings. Alerts respect your time zone.
Example 1: A vendor contract that's been working fine
You signed a 2-year IT support agreement back in 2024 and forgot about it because the service has been working. The auto-renewal clause says month-to-month rolling renewal after the initial 24-month term, with 30 days notice required to exit.
Sixty days before the term ends, an alert lands in your email: initial term ending soon, auto-renewal will trigger month-to-month rolling renewal unless 30-day notice is given by [date].
You look at the contract, decide the service is still good, and let the rolling renewal happen. The alert didn't change your decision — but you made it on purpose instead of by default.
Example 2: A SaaS contract you've been meaning to evaluate
A 3-year contract with a 90-day cancellation window. The vendor's been raising prices and you've been thinking about switching for months but never had time.
The cancellation deadline alert fires at 120 days out, then again at 100, 90, and 80 — escalating in urgency as the window narrows. The 90-day alert is the one that gets your attention.
You look at two alternatives. One is cheaper but missing a feature your team uses. The other matches the current vendor on features but doesn't have the integrations you need. You keep the existing vendor and use the alert as leverage to negotiate the renewal price down 6%.
Example 3: A vendor who said "no changes"
The vendor sends next year's renewal contract with an email: "same terms as last year." You forward it to your Renewal Pilot address.
A few minutes later, the system has classified it as a renewal, matched it to the existing contract, and run a version comparison. The comparison shows the per-seat price went up 8%, the minimum seat commitment went from 25 to 30, and the cancellation notice period went from 30 to 60 days.
You reply to the vendor with the changes flagged. They acknowledge two of the three were intentional, walk back the cancellation notice change, and the 8% increase becomes a real negotiation instead of a silent acceptance.
What Renewal Pilot does and doesn't do.
Renewal Pilot tracks dates and surfaces information about your contracts. It doesn't auto-cancel anything, doesn't auto-renew anything, doesn't sign anything on your behalf, and doesn't make decisions about whether a contract is right for your business. Those decisions stay with you and, where appropriate, with your legal counsel.
Stop tracking contracts in spreadsheets.
Free for 14 days. No credit card. Upload your portfolio and see the next 60–180 days of obligations in one view.
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