Contract expiry tracker - how to stop losing clients to expired contracts

Most agencies find out a contract expired the worst possible way. The client emails to say they went with someone else. The invoice stops. The retainer just ends.

The end date was in a spreadsheet the whole time.

What a contract expiry tracker actually does

It watches your contract dates and alerts you before they arrive. That is the whole job.

You add a contract once - client name, end date, value. The tracker monitors it and sends alerts at 90, 60, 30 and 7 days before expiry. You don't have to remember to check anything.

Most businesses use things that don't do this. Spreadsheets that wait to be opened. Calendar reminders that fire once and get dismissed. Memory that fails when things get busy.

None of those are a contract expiry tracker. They are workarounds that stop working as soon as you have more clients than you can hold in your head.

Tracking expiry is not the same as storing contracts

Most contract tools focus on storage. Upload PDFs, tag documents, search by client. Useful. But it doesn't stop you losing clients.

What stops you losing clients is knowing a contract is expiring before it expires.

Storage waits for you. Expiry tracking comes to you. An agency managing 20 retainers can't rely on memory. A freelancer with 8 clients can't afford to open a spreadsheet every Monday hoping they catch everything.

What to look for

Early alerts. A reminder the week before is too late. 90 days gives you time to prepare a proposal and have a proper conversation without pressure.

Team notifications. Email alerts go to one inbox. If that person is away, the alert gets missed. Slack, Teams or Discord alerts mean the whole team sees what's coming.

A dashboard. Alerts are reactive. A dashboard showing everything expiring in the next 30, 60 and 90 days - and the revenue those contracts represent - is proactive.

Simple setup. Under 10 minutes for the first contract. If it takes longer, the tool is too complicated for what you need.

CSV import. Already tracking in a spreadsheet? You should be able to import without retyping everything.

What you don't need

E-signature integrations. Approval workflows. CRM connections. Fine in enterprise platforms. For expiry tracking they add complexity without adding value.

The best contract expiry tracker does one job well.

The cost of skipping it

One missed renewal on a $2,000 retainer costs $24,000 a year if the client walks. Even if they stay, you missed the chance to renegotiate before auto-renewal locked in last year's rate.

Most agencies who track manually miss at least one renewal a year. The cost of a dedicated tracker is a fraction of that.

Expiro

Expiro is a contract expiry tracker built for agencies, freelancers, consultants and recruiters.

Add your contracts, connect Slack or Teams, and Expiro handles the rest. Alerts at 90, 60, 30 and 7 days. Dashboard with revenue at risk. CSV import. File attachments. Team access.

It doubles as contract reminder software - the alerts come to you so a deadline never slips.

Pricing starts at $19 a month. 14-day free trial, no credit card required.