Contract tracking calculator
- Annual value renewing in the window
- $270,000
- Computed on this page from the inputs below
- Renewals falling due each month
- 5
- Computed on this page from the inputs below
- Renewals due in the window
- 15
- Computed on this page from the inputs below
- Notice deadlines in the window
- 15
- Computed on this page from the inputs below
Nothing in these worksheets is a figure we found somewhere. Every number comes from the figures you enter and the arithmetic stated on the page: contracts over their average term is renewals a month, times the window and the annual value is the money renewing; term less months elapsed less the notice period is the days to the deadline. Days are counted at 30 a month. The defaults are a worked example of a common small register, not a recommendation and not a benchmark.
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The figures above start from a worked example ($270,000). Change any input and the answer updates as you type.
Download the Contract tracking calculator worked example (CSV)
This is the register's sheet, and it exists because the question a general counsel is asked most, what is coming up for renewal, is almost never answered from the register itself. Give it the contracts on the register, their average term in months, the average notice period in days, the average annual value, the window in months you want to look ahead and the share of contracts that renew themselves. It returns the renewals falling due each month, the renewals and notice deadlines in the window, how many of them renew themselves unless notice is given, the annual value renewing in the window and each month, the value that renews itself, and the days until the first notice deadline. The figure worth arguing about is the auto-renewing share: it is the one input that comes from reading the contracts rather than counting them, and it is the one that decides how much money moves while nobody is looking.
Renewals a month, off the count and the term
120 contracts on a two year average term is 5 renewals falling due every month, and at $18,000 a year each that is $90,000 of annual value coming up for a decision monthly. Enter your own count and term and the rate follows; a register of 40 annual contracts is simply 3 or so a month, not a different sheet.
The window, and the deadlines inside it
Over a three month window that is 15 renewals and 15 notice deadlines, worth $270,000 of annual value. With a 60 day notice period, a renewal due at the end of the window has its deadline 30 days from today, which is the number to put in front of whoever owns those contracts this week rather than next quarter.
What renews itself, which is where registers go wrong
At a 60% evergreen share, 9 of the 15 renewals in the window renew themselves unless notice is given: $162,000 of contracts the company will still be paying for next year by default. Almost every register lists the renewal date and not the notice deadline, and the difference is the money that moves while nobody is looking.
Contract tracking calculator: common questions
Why average term and average value rather than each contract?
Because the register's question is a forecast, not a lookup: how many deadlines and how much money in the next quarter. Averages answer that from a count. Each contract's own dates are what the lifecycle sheet on this site and the paid register keep.
What is the auto-renewing share?
The share of contracts with an evergreen clause that renews them for another term unless notice is given by the deadline. It comes from reading the contracts; 60 is a placeholder so the sheet has a worked example, not a benchmark.
Why is the notice deadline the figure to watch?
Because after it the company cannot act. On the worked example a renewal at the end of a three month window with a 60 day notice period leaves 30 days from today, and nine of the fifteen renewals in the window renew themselves if that day passes.