Subscription & Renewal & Contract Tracker Template — A Renewal Tracker That Actually Warns You 30 Days Out

The worst way to learn about a contract renewal is the auto-renewal charge on your credit card statement. The second worst is the vendor's "your subscription has lapsed" email after you have already lost access. Every organization has a spreadsheet of contracts somewhere. Almost none of them have a system that warns anyone before a renewal date arrives.

The OpenSource AI Pro Subscription & Renewal & Contract Tracker solves this with a formula-driven Expiring_Soon flag that activates 30 days before any contract's end date. Stamp-based event alerts notify the responsible owner exactly once. A weekly renewals digest summarizes everything expiring in the next 30, 60, and 90 days. Self-hosted on Baserow, zero per-seat pricing, unlimited users.

Key Features

• Expiring_Soon Flag — A live formula compares each contract's end date against today's date plus 30 days. When the window opens, the flag activates. No calendar reminders to set, no manual date scanning. The formula handles it.

• Stamp-Based Renewal Alerts — When the Expiring_Soon flag fires, an event-triggered automation emails the contract owner with the contract name, vendor, end date, and renewal terms. The _notified_expiring stamp ensures one notification per renewal cycle. After the contract is renewed and new dates are set, the stamp clears for the next cycle.

• Weekly Renewals Digest — A scheduled automation sends a weekly summary organized by urgency: expiring in 30 days, 60 days, and 90 days. Decision-makers see what needs action now and what is coming around the corner.

• Contract Value Rollup — Total annual contract value rolls up by vendor, department, and category. See your total SaaS spend, total vendor commitments, or total lease obligations without building a report.

• Auto-Renewal Tracking — A field flags contracts with auto-renewal clauses and tracks the cancellation notice period. The formula adjusts the warning window so you get notified before the cancellation deadline, not just before the renewal date.

• Status Lifecycle — Track contracts through Active, Expiring Soon, In Renewal, Renewed, Cancelled, and Expired. Each transition is timestamped for a clean audit trail.

How It Works

Formula Flags. The Expiring_Soon field is a formula: if the contract end date is within 30 days of today and the status is "Active," the flag is true. For auto-renewal contracts, the formula subtracts the cancellation notice period so the flag fires early enough to act. Days_Until_Expiry calculates the exact countdown. Both formulas are live and update daily.

Event-Triggered Alerts. A Baserow automation monitors the Expiring_Soon field. When a contract transitions from not-expiring to expiring-soon, the automation emails the contract owner with all relevant details: vendor name, contract value, end date, auto-renewal status, and cancellation notice period. The _notified_expiring stamp ensures exactly one notification per renewal cycle.

Scheduled Digest. A weekly automation collects all contracts with upcoming renewals and groups them into three buckets: 0-30 days, 31-60 days, and 61-90 days. The digest includes contract value, owner, and whether the contract auto-renews. It goes to the procurement lead and finance team so renewal decisions are made proactively.

Who It's For

• IT managers tracking SaaS subscriptions across 20-200 tools who need to know what is renewing and what can be cut
• Procurement teams managing vendor contracts with different terms, notice periods, and renewal structures
• Legal teams tracking contract obligations, renewal rights, and termination windows
• Facilities managers overseeing lease renewals, maintenance contracts, and service agreements
• Finance leaders who want visibility into recurring commitments and upcoming spend obligations

vs the Alternatives

| Feature | OpenSource AI Pro | Zylo/Productiv | Airtable | Notion | |---|---|---|---|---| | Auto 30-day expiry warning | Formula-driven, live | Built-in but $5K+/year | Manual or scripted | Manual reminders | | Renewal alert email | Exactly-once, stamp-based | Built-in | Paid automation tier | No native email triggers | | Weekly renewal digest | Included | Varies by plan | Paid tier | Not available | | Per-seat pricing | Zero — unlimited users | Enterprise pricing | $20+/seat/month | $10+/seat/month | | Self-hosted | Yes, on Baserow | No | No | No |

What's Included

Tables:

• Contracts — name, vendor link, start date, end date, value, auto-renewal flag, notice period, status, owner link
• Vendors — company name, contact, email, total contract value rollup
• Renewal History — contract link, previous end date, new end date, renewal terms, notes
• Departments — name, contract count rollup, total commitment rollup

Key Formula Fields:

• Expiring_Soon — boolean flag (end date within 30 days, adjusted for notice period)
• Days_Until_Expiry — integer countdown to contract end date
• Total_Contract_Value — vendor-level rollup of active contract values
• Cancellation_Deadline — formula (end date minus notice period)

Automations (2):

1. Event-triggered expiring-soon alert with _notified_expiring stamp
2. Scheduled weekly renewals digest (30/60/90-day buckets)

Views:

• All Contracts (grid)
• Expiring Soon (filtered, sorted by end date)
• By Vendor (grouped with value rollups)
• Auto-Renewal Contracts (filtered)
• Renewal Calendar (sorted by end date)

Get Started Free

Download the Subscription & Renewal & Contract Tracker and import it into your self-hosted Baserow instance. No per-seat fees, no enterprise minimums, no vendor lock-in. Renewal intelligence on your own server.

Download Free Template

Related Templates

• Budget Tracker Template — Track spending against plan with automatic over-budget alerts
• Invoice & Payment Tracker Template — Manage receivables with overdue flags and daily digests
• Order & Ecommerce Ops Tracker Template — Operational order management with stock and fulfillment alerts