Contract Management & Renewals
The problem: auto-renewals no one reviews
Software contracts quietly renew themselves. Prices increase slightly every year, terms shift, licences for ex-colleagues continue. And at some point, the contract is extended for another year without anyone noticing.
For Enterprise organisations with hundreds of Software contracts, this is the rule rather than the exception. It costs money monthly and poses compliance risks that only become apparent during an audit.
Our approach: one overview, proactive signalling
Contract management at SoftVaro isn’t a tool or a dashboard. It’s a dedicated contact who monitors your contract portfolio, keeps an eye on renewal dates and raises the alarm well ahead of the deadline while you still have room to negotiate.
What is included in contract management?
What SoftVaro contract management includes, practical and without overhead.
Contract overview
Central overview of all your Software contracts: terms, prices, licence quantities and critical dates. Always up-to-date.
Proactive signalling
We raise the alarm around every renewal deadline. Not two weeks before, but three to six months ahead.
Price development insight
Year-on-year price increases mapped out. We spot patterns that you might miss with individual contracts.
Licence usage
We discuss with you 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 on your behalf, if you wish.
Dedicated contact
One contact person for your Software contracts. No tickets you need to track yourself.
This is what the renewal process looks like
Early review
Renewal is in sight. We review the licence agreement based on benchmark data. You receive a concrete recommendation.
Strategy choice
Decide strategy: renew on better terms, migrate to an alternative, or downscale? The choice is yours, supported by our analysis.
Negotiation
Where needed, we start negotiations with the Software vendor. Based on benchmark data and internal analysis, we secure better terms.
Closure
Contract signed, terms documented, portfolio updated. You sign off, we make sure everything is in order.
Follow-up
A new cycle begins. We continue the conversation about usage and keep track of price developments and contract dates. 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 with our clients
Frequently asked questions
Do I need to purchase a tool?
No. We use our own system to track your portfolio. You receive a clear report without needing to transfer data yourself or implement a tool.
How much time does it take us?
Starting requires a kick-off session of about 2 hours during which we review your existing contracts together. Afterwards your time investment is limited to decision points at renewals, typically 1 to 2 hours per contract per year.
Which contracts does SoftVaro manage?
All Software contracts you want control over. This can start with 5 critical contracts and grow 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 transparently in advance what SoftVaro will earn. So you know upfront what to expect, without obligations thereafter. If the collaboration suits you and grows, we agree together on terms that match 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.
Every collaboration starts with one request.
An offer for your renewal or a new Software need. Or a review of an offer you already have. From your first request, you work with the same approach as our existing Enterprise clients: a dedicated contact, a reply within 24 hours and the full commitment of our network. Confidential and under NDA.