Manage contracts and renewals

Keeping track of software contracts and addressing renewals proactively can help you to negotiate better deals with your suppliers and avoid over-purchasing. 

By recording your contract details in Trelica you can:

• Keep track of when your contracts are due for renewal.
• Send automated renewal reminders to relevant individuals. 
• Maintain a record of planned IT spend and report on this by app category, owner and other parameters.
• Compare your contractual entitlements to actual usage to ensure what you're paying for matches your needs. 

If you have also imported spend data, you can use Trelica to compare contract value to actual expenditure. 

New Contracts feature

We introduced a new version of the Contracts feature in October 2024. If you were already using the existing contracts and licenses feature, contact Trelica Support and Customer Success to enable the new version and migrate your data.

For more information about managing contracts and licenses using the legacy feature see:

• Add contract and license details to apps
• Manage app license renewals

Record contract details in Trelica

You can record details of your software contracts in Trelica. You can also record details of other types of contract such as provision of consultancy or support services. This allows you to maintain a complete record of spending commitments, which you can then compare to actual spend and use for planning budgets. 

If you're using a procurement management system to manage your contracts, you can import the details to Trelica automatically via an integration. Alternatively, you can import contract details from a spreadsheet or enter them manually.

In general, there is no need to record license details for every app in your inventory. We recommend prioritizing your efforts based on: 

• Apps for which you want to manage contract renewals proactively. Your managed apps are usually a good starting point. 
• Apps with per-user licensing models, particularly those with accurate usage data.

For more information, see Record contract details.

Manage contract renewals

Once you have added contract details to Trelica, you can keep track of upcoming renewals from the Contracts list and from individual app profiles. 

You can also configure email, Slack or Microsoft Teams notifications to remind contract owners, app owners and other Trelica users when an app license is due for renewal.

For more information, see Renew contracts. 

Report on contract spend and usage

If you have imported spend data into Trelica, you can compare your planned, contracted spend to actual expenditure both for individual apps and across a selection of apps. This can help you identify license costs that are are being incurred outside of your existing contracts, and in turn negotiate better deals with your suppliers.

For apps with accurate usage data, you can also use Trelica to compare the number of license seats that you are paying for to the number of active users. Based on this information you can determine whether you need to purchase more seats or whether you can reduce the number of seats and thereby reduce costs. 

For more information about reporting on usage and cost per user using the new Contracts feature, see Report on contract spend and usage.

You can also set up optimization workflows to revoke or downgrade underused app user licenses automatically. This can free up licenses for other users and give you a more accurate picture of the number of user licenses you actually need. For more information, see Optimize app licenses with Trelica.

Next steps

To start managing contracts and renewals, set up an integration to import contract details automatically or add contracts details manually.