Contract management checklist for agencies

Most agencies don't have a contract management problem. They have a contract management system problem, or rather, the absence of one.

Work through this checklist once and you'll have more visibility into your contracts than most agencies twice your size.

Step 1 - Audit what you actually have

Before you can manage contracts, you need to know what exists.

• List every active client relationship
• Find the signed contract for each one (email, Drive, Dropbox, wherever it lives)
• Record: client name, contract value, start date, end date, auto-renewal terms
• Flag anything where you can't find the signed document
• Flag any relationships where work is ongoing but no signed contract exists

This step is uncomfortable. Do it anyway. You can't manage what you can't see.

Step 2 - Find out what's expiring soon

Sort your list by expiry date.

• Expiring in the next 30 days: needs immediate attention
• Expiring in 31 to 60 days: renewal conversations should start now
• Expiring in 61 to 90 days: start preparing proposals
• Note the total value expiring in the next 90 days

That last number is your recurring revenue at risk. If it's significant, treat it as urgent.

Step 3 - Set up alerts

Manual tracking breaks down. Alerts don't.

• Set reminders at 90, 60, 30 and 7 days before each expiry
• Make sure the right person gets each alert, not just you
• If you're using a spreadsheet, add a "days to expiry" column and actually review it weekly
• If you're using Expiro, confirm alerts are configured for each contract

If you're finding out about an expiry with less than 30 days to go, your system isn't working.

Step 4 - Standardise your process

• One master template per contract type (retainer, project, SOW)
• Document who sends, who chases, when work can start
• Make the rule simple: no work before it's signed
• One place for all signed contracts that the whole team can access

Step 5 - Build a renewal workflow

A renewal isn't just paperwork. It's your best chance to grow the account.

• Schedule a review call 60 to 90 days before each expiry
• Prepare a brief account review: what went well, what could improve, what's worth discussing
• Come with a proposal, not just a renewal form
• Build a rate review into every annual renewal as standard

Agencies that treat renewals as growth conversations consistently earn more from existing clients.

Step 6 - Give your team visibility

If only one person knows when contracts expire, you have a single point of failure.

• At least two people should have access to your contract data
• Renewal alerts should go to the right team members, not just the account owner
• If you use Slack, Teams or Discord, route alerts to a shared channel
• Review the contract list as a team at least once a quarter

Step 7 - Keep it up to date

A system only works if it stays current.

• Monthly calendar block to review what's coming up
• Update records when scope changes, rates change, or terms are amended
• When a contract ends, close it properly: final invoice, handover, record update
• When a new contract is signed, add it immediately

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The parts that break down under pressure, the alerts, the team visibility, the keeping everything current, are exactly what a dedicated tool handles automatically.

Expiro is built for agencies who want contract management to run in the background. Automatic alerts, full team visibility, MRR tracked automatically. Pricing starts at £15 a month. See how it's built for agencies, how it compares to your current tools, or why it beats Google Sheets.

14-day free trial, no credit card required.