Contract reminders, early enough to renegotiate or cancel.
ExpirationPilot keeps your supplier contracts, leases and service agreements on one list and emails the person responsible before each one ends or renews. You choose how early: a year, 90 days, a week.
- 14-day free trial
- No credit card needed
- Import your Excel list
In short
What is contract reminder software?
Contract reminder software keeps the end date and renewal date of each agreement and emails the right person before that date arrives. You get time to renew, renegotiate or cancel, instead of finding out from the next invoice that a contract rolled over for another year.
ExpirationPilot does this for small businesses that keep their contracts in a spreadsheet or a shared folder. It doesn't draft contracts or collect signatures. It keeps the dates, sends the reminders and holds the signed copy.
How it works
Three steps to stop contracts renewing by surprise
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1
Add your contracts
Import your spreadsheet or add each contract: the supplier, the end date, who is responsible and the signed copy.
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2
Choose how early to hear
Set the reminders for all your contracts, say 120, 90 and 30 days before the end date, and change them for any single one.
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3
Decide, then update it
Renew, renegotiate or cancel. Enter the new end date and the reminders start again for the next term.
What it does for your contracts
Notice periods
Hear about it before the notice deadline.
Many contracts renew on their own unless you give notice 30, 60 or 90 days before the end. Put the first reminder ahead of that deadline and you have time to compare quotes while cancelling is still an option.
- Up to 20 reminders per contract, as early as a year before the end date.
- Set the days once for every contract, or differently for a single one.
- A last reminder after the end date if nobody has updated it.
One person responsible
Every contract has an owner, even when they are away.
Give each contract the colleague who decides on it. Copy in the owner or the bookkeeper. If someone is on vacation, the reminder still reaches the others, and the weekly summary lists what ends soon.
- Reminders by email, one at a time or as one summary a day.
- A Monday summary of what is overdue and what ends in the next 7 days.
- You see when each reminder was delivered.
The signed copy
Keep the signed contract next to its dates.
Attach the signed PDF, the contract number and notes on the terms. When the reminder arrives, everything you need to decide is one click away.
- The Documents page lists the latest copy of every contract with its end date.
- Each contract keeps a history of every change and upload.
- Export the whole list to Excel whenever you need it.
Contracts you can track
Anything with an end date or a renewal date.
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Supplier contracts
Cleaning, waste collection, IT support, security, maintenance
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Leases
Office and warehouse leases, equipment and vehicle leases
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Service agreements
Support plans, service level agreements, retainers
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Software and subscriptions
Software licenses, domain names, memberships
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Insurance policies
Liability, property, vehicle and workers' comp policies
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Rental and hire agreements
Equipment hire, vehicle rental, storage units
Why not a calendar reminder or a spreadsheet?
Both work until the one person who set them up is busy, away or gone.
| What you need | ExpirationPilot | Calendar reminder | Spreadsheet |
|---|---|---|---|
| One list of every contract and its end date | Yes | No | Yes |
| Several reminders per contract, up to a year ahead | Yes | You set each one by hand | No |
| Goes to the person responsible, with colleagues copied | Yes | Only the calendar owner | No |
| Still works when that person is on vacation | Yes | No | No |
| Signed copy stored with the dates | Yes | No | No |
| Weekly email of what ends soon | Yes | No | No |
Questions about contract reminders
Can I get reminded before the notice deadline, not only the end date?
Yes. Set the reminders as many days before the end date as you need, up to a year. For a contract that needs 90 days' notice, a first reminder 120 days before gives you a month to decide. ExpirationPilot doesn't read the notice period from the contract, so you set the days for each contract or for all of them at once.
Can different contracts go to different people?
Yes. Each contract has one colleague responsible, and you can copy in others, such as the owner or the bookkeeper. Each of them gets the reminder by email.
Can I keep the contract itself?
Yes. Attach the signed copy as a PDF or an image, along with the contract number and notes. When you renew, add the new version and the old one stays in the history.
What happens when a contract renews?
Mark it as renewed and enter the new end date. If it renews for the same term every time, set "renews every 12 months" and we fill in the next date for you to check. The reminders start again for the new date.
Can I import my contract list from Excel?
Yes. Upload an Excel or CSV file, review the column matches we suggest, and check the rows before they are saved. You can export the list back to Excel at any time.
Does it handle drafting, approvals or e-signatures?
No. ExpirationPilot is not a contract management suite. It keeps the dates, sends the reminders and holds the latest signed copy. You still negotiate and sign the way you do today.
Can it send reminders by text message?
Not yet. Reminders go by email, and each one shows whether it was delivered. If an address bounces, you see a red warning.
How much does it cost?
Plans start at $19 a month for up to 100 contracts or other items you track, with unlimited reminders. Every plan starts with a 14-day free trial, no credit card needed.
Spend less time on your next renewal.
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