Automation · Finance and documents
A contract register that tracks notice periods for you
You learn about a notice period in advance, not when the contract has already renewed itself. We build the contract register on what you already have – Google Workspace, Microsoft 365, CRM or accounting software – and move your old contracts into it too.
Part of Documents and contracts
Why you miss notice periods
Most companies write down the contract end date somewhere. But for a contract with automatic renewal, what matters is the last day to give notice, not the end of the contract.
-
“Another contract we wanted to terminate renewed itself automatically.”
-
“We were watching the end of the contract. But we should have sent the notice much earlier.”
-
“Only the managing director knows when each contract ends. And he has a lot of other things on his mind.”
-
“Once again we applied the price increase under the contract too late.”
-
“The auditor wants all supplier contracts over CZK 500,000 and it takes us two days to find them.”
-
“The colleague who kept track of contracts left. Now nobody knows where anything is.”
Flow
How notice period tracking works
The system takes over calculating deadlines and reminders. The decision whether to renew or terminate a contract stays with you.
- 01
Entry
The signed contract is recorded with the counterparty, term, notice period, automatic renewal and responsible person. The PDF stays in one storage location.
Person: Adds what does not clearly follow from the contract.
- 02
Calculation
The last day to give notice is calculated from the contract end date and the notice period. For a contract with automatic renewal, the next period too.
Person: Checks non-standard terms, for example notice only as of a specific day.
- 03
Alert
An e-mail and a calendar task for the responsible person as far in advance as you set, for example 60, 30 and 7 days. Once a month, an overview of contracts ending in the next 90 days.
Person: Has the deadline in the calendar in time, not at the last minute.
- 04
Decision
The decision is recorded with the contract so you can see who decided and when.
Person: Decides whether to renew, renegotiate or terminate the contract.
- 05
Update
An amendment, renewal or termination updates the deadlines. The previous state stays in the history.
Person: Rewrites nothing by hand.
What the contract register tracks
Six tasks. A smaller company can start with the first three.
All contracts in one place
Counterparty and company ID, subject, signing date, term, notice period, automatic renewal, price indexation, responsible person and a link to the signed PDF. We adapt the fields to the contracts you have.
Last day to give notice
We track the notice period, not just the contract end date. The last day to give notice is calculated automatically and shown for each contract. After an automatic renewal it is recalculated for the next period.
Alerts and tasks
Contract deadline tracking without opening a spreadsheet. Alerts come by e-mail and as a calendar task to a specific person, not to a shared mailbox. You set the lead time by contract type.
Indexation and price adjustments
For lease and service contracts the register also tracks the date of the price increase. It prepares the basis for the notice to the other party and for invoicing. A person approves sending it.
Converting old contracts
Old contracts in PDF, including scanned ones, go through OCR and AI, which suggests the counterparty, dates, notice period and renewal. A person checks only the values the AI is not sure about.
Search and overviews
Filters over the register: supplier contracts above a certain amount, contracts with automatic renewal, contracts of one responsible person. You find the documents for an audit or due diligence with a filter, not in binders.
Where the contract register will run
We build the register where you already have your contracts or customers. The CRM and accounting software link to the contract; no extra copies are created.
Google Workspace
A register in Google Sheets, contracts on Drive, alerts by e-mail and in Google Calendar. It runs directly in your Workspace, with no extra platform.
Raynet CRM
A document library via API: a document by external ID, locking, invalidation and restoring validity. The signed contract can be attached to a record, including to a custom field.
ABRA Flexi
Records of customer and supplier contracts with a start date. It generates invoices from customer contracts and keeps its own generation history.
POHODA
A Documents tab on records, where you can attach the contract file.
Do you only have your contracts in binders and in Word? We start by moving them into a register in a spreadsheet. We connect systems once it is clear where contracts are created.
When you do not need us
We do not sell a contract register app. When an off-the-shelf solution is enough for you, we say so.
- You have few contracts and one person keeps track of them
- A contract register in Excel or Google Sheets with a “last day to give notice” column and a calendar reminder is enough. In the audit we show you which fields to have in it.
- You want an off-the-shelf app and do not want to connect anything
- Off-the-shelf contract register apps such as Aptien, EIRA or Centeris send deadline alerts by themselves. We help you choose one and, if needed, connect it to the rest of the company.
- You mainly need to invoice from framework contracts
- ABRA Flexi in the Premium edition has contracts and recurring invoicing built in. First turn on what you already pay for.
- You need to know whether and how to terminate a contract
- A lawyer will assess that. The register tracks the deadline; the content of the notice and the interpretation of the contract are work for a lawyer.
How it works
- 01
Free audit
30 minutes. How many contracts you have, where they are kept and who tracks deadlines today.
Output: Recommended next step
- 02
Register fields
Based on your contract types we define what is recorded and how far in advance alerts go out.
Output: Proposed tasks and price
- 03
Converting old contracts
We move contracts from PDFs and scans into the register. You check the uncertain values.
Output: Register with data
- 04
Turning on alerts
Alerts and a monthly overview for the responsible people. If an alert fails, a message goes out.
Output: Tracked deadlines
Frequently asked questions
What if a contract we wanted to terminate renews automatically?
Is a contract register in Excel enough for us?
How do you get old contracts into the register?
Who is responsible for making sure a deadline is not missed?
How much does it cost and how long does it take?
Part of: Documents and contracts
Related
Contract and document management
The whole contract flow: template, approval, signature, register and archive.
MoreGenerating contracts from templates
A new contract from a form or CRM, with the data for the register included.
MoreRaynet CRM
Deals, quotes and contracts connected to Raynet.
MoreABRA Flexi
Contracts, invoices and other records connected to ABRA Flexi via REST API.
MoreEnquiry — Contract register
Tell us what you are dealing with. We start with a free 30-minute audit.