Managing Renewals

Learn how to effectively manage your renewal items throughout their lifecycle, from creation to archival.

Adding New Renewals

Quick Add Method

For experienced users who want to add renewals quickly:

1. Click the "+ Add Renewal" button in the top navigation
2. Fill in the essential fields:
   • Service name
   • Cost and billing cycle
   • Next renewal date
   • Provider name
3. Click "Save" to create the renewal

Detailed Add Method

For comprehensive tracking with all optional fields:

1. Use the "Add Renewal" button
2. Select "Detailed Setup"
3. Complete all available fields:
   • Basic information (name, cost, date)
   • Provider details (company, website, support contact)
   • Account information (login email, account ID)
   • Notes and tags for organization
   • Custom reminder settings

![Detailed renewal form - placeholder for screenshot]

Editing Existing Renewals

Quick Edits

Make fast changes to key information:

1. Find the renewal in your dashboard
2. Click the "Edit" icon (pencil symbol)
3. Modify the necessary fields
4. Click "Save Changes"

Bulk Updates

Update multiple renewals at once:

1. Go to the "All Renewals" view
2. Select multiple renewals using checkboxes
3. Click "Bulk Actions"
4. Choose your action:
   • Update renewal dates
   • Change notification settings
   • Add tags
   • Archive items

Renewal Status Management

Active Renewals

These are your current, ongoing subscriptions:

• Appear in upcoming renewals
• Generate reminder notifications
• Included in cost calculations

Paused Renewals

Temporarily inactive subscriptions:

• Hidden from upcoming renewals
• No notifications sent
• Excluded from active cost tracking
• Easy to reactivate when needed

Archived Renewals

Permanently discontinued services:

• Removed from active views
• Historical data preserved
• Can be restored if needed
• Useful for record-keeping

![Renewal status options - placeholder for screenshot]

Organization Strategies

Using Tags

Organize renewals with custom tags:

By Category:

• development - Development tools and services
• design - Creative software and assets
• hosting - Web hosting and domains
• productivity - Business and productivity tools

By Priority:

• essential - Critical business services
• optional - Nice-to-have services
• trial - Services in trial period

By Department (for teams):

• marketing - Marketing tools and services
• engineering - Development and technical services
• operations - Business operations tools

Naming Conventions

Establish consistent naming patterns:

Format: Provider - Service - Plan

• Examples: "GitHub - Pro Plan", "Adobe - Creative Cloud - Individual"

Domain Format: domain.com - Registration

• Examples: "example.com - Registration", "mysite.org - SSL Certificate"

Notes and Documentation

Use the notes field effectively:

• Account-specific information
• Renewal process details
• Contact information for support
• Special pricing or contract terms

Renewal Lifecycle Management

Before Renewal

30 Days Before:

• Review service usage and necessity
• Check for better pricing or alternatives
• Update payment information if needed

7 Days Before (Default reminder):

• Confirm renewal decision
• Verify cost accuracy
• Prepare for payment

1 Day Before (Optional reminder):

• Final confirmation
• Ensure payment method is valid

During Renewal

Payment Processing:

• Monitor for successful payment
• Update renewal date for next cycle
• Save receipt or confirmation

Service Verification:

• Confirm service continues working
• Check for any plan changes
• Update account information if needed

After Renewal

Record Keeping:

• Update next renewal date
• Adjust cost if pricing changed
• Add notes about the renewal process

Review and Optimize:

• Assess service value and usage
• Consider plan changes for next cycle
• Update tags or organization as needed

Advanced Management Features

Renewal Chains

Link related renewals together:

• Domain + hosting + SSL certificate
• Software suite components
• Multi-year contracts with annual payments

Cost Forecasting

Plan future expenses:

• View upcoming costs by month/quarter
• Identify high-expense periods
• Budget for renewal clusters

Renewal Analytics

Track your subscription patterns:

• Most expensive services
• Renewal frequency analysis
• Cost trends over time
• Service category breakdown

Troubleshooting Common Issues

Missing Renewals

Problem: Renewal doesn't appear in upcoming list Solutions:

• Check if renewal is paused or archived
• Verify the renewal date is in the future
• Ensure the item isn't filtered out

Incorrect Costs

Problem: Cost doesn't match actual charges Solutions:

• Include taxes and fees in the cost
• Check for currency conversion issues
• Verify billing cycle matches actual charges

Duplicate Entries

Problem: Same service appears multiple times Solutions:

• Use the merge feature to combine duplicates
• Check for different billing cycles (monthly vs annual)
• Archive old entries if service was migrated

Best Practices

Regular Maintenance

• Weekly: Review upcoming renewals
• Monthly: Update any changed information
• Quarterly: Audit all renewals for accuracy
• Annually: Archive discontinued services

Data Accuracy

• Always use the total amount charged
• Include the correct billing cycle
• Keep provider information current
• Update renewal dates immediately after payment

Security Considerations

• Don't store sensitive account passwords
• Use secure notes for account references
• Regularly review access to shared accounts
• Keep contact information current for support

Need help with a specific renewal management task? Check our troubleshooting guide or use the in-app help system.