Use case / Renewals

Make the renewal decision while you still have a choice

A contract can have another year left to run while the deadline to give notice is already approaching. Zefort helps you keep track of renewal terms, set up timely reminders, and involve the people who need to decide what happens next.

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The challenge

Why knowing the contract end date isn't always enough

Your procurement team has the supplier agreement on file and its end date in a spreadsheet, so reviewing it a few months before expiry seems reasonable. But the agreement requires 12 months' notice to terminate, and by the time someone checks that clause, the deadline has passed. The company is now committed to another term without having had the chance to consider alternatives or renegotiate.

The notice period isn't the end date

Depending on the agreement, the decision to continue or terminate may need to happen well before the contract expires. Tracking the expiration date alone can give teams a misleading sense of how much time they have.

Several teams may be involved

Legal may hold the agreement, procurement manages the supplier relationship, and the business decides whether the service is still needed. When responsibility for the renewal hasn't been clearly assigned, it's easy for everyone to assume someone else is handling it.

Spreadsheets depend on people

A spreadsheet can work perfectly well until an amendment changes the contract terms or the person maintaining it moves to another role. Unless someone takes over the follow-up, important dates may go unnoticed.

How Zefort helps

How Zefort helps with contract renewals

Zefort brings renewal information and reminders into the contract management process, making it easier to see which agreements need attention and involve the people responsible for the next decision.

01 / Identify

Find the notice period without searching through every contract

When you’re managing a large number of agreements, finding and recording every renewal clause takes time. Zefort’s Advanced AI can help by identifying potential renewal terms and notice periods from the documents.

Your team can then review the suggested information against the agreement, correct anything that needs attention, and add missing details manually.

02 / Remind

Make sure the reminder reaches someone who can act

Knowing the deadline is useful, but someone still needs to start the renewal discussion. With Zefort, you can set up activities linked to contract dates and schedule email reminders for the contract owner or other people who need to be involved.

For example, procurement could receive a reminder early enough to discuss the supplier relationship with the business, while legal has time to review the relevant contract terms before any decision is made.

03 / Manage

Keep track of the next renewal, too

Once an agreement has been renewed, the process starts again with a new contract term and potentially different dates.

Your team can update the agreement’s renewal status and dates in Zefort. When a date linked to an automatic activity changes, the activity’s due date is updated accordingly, so the follow-up reflects the information currently recorded for the contract.

Customer story

How Atria manages contract deadlines

At Atria, keeping track of important contract dates used to depend on individual employees remembering them. The company now uses Zefort’s automated email reminders for contract end dates, guarantee periods, and contract options. This means that keeping track of these dates no longer depends solely on someone’s personal reminders.

Read Atria's story

FAQS

Frequently asked questions

Zefort’s Advanced AI can analyze agreements and suggest renewal terms and notice periods, which your team can then review and correct if necessary. Feature availability depends on your plan and configuration.

Yes. You can configure reminders for the contract owner and other selected users or groups with access to the agreement. This is useful when, for example, procurement handles the supplier relationship but legal also needs to be involved in the renewal process.

You can update the agreement’s renewal status and review the dates for the new term. If an automatic activity is linked to a date that changes, its due date will update accordingly.

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