Free SaaS Contract Renewal Tracking Spreadsheet Template (Google Sheets)

Keeping track of SaaS renewal dates in your head — or buried in your inbox — is how you end up paying for another year of software nobody uses. It's one of the most common ways companies get caught out by surprise auto-renewals.

A well-structured spreadsheet is a solid starting point. It's free, flexible, and everyone on your team already knows how to use it.

We've built a ready-to-use Google Sheets template you can copy and start filling in today. No sign-up required.

Get the free Contract Renewal Spreadsheet Template →

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What's in the template

The template has everything you need to track your SaaS contracts in one place:

Conditional formatting highlights urgency automatically:

• Red — renewal within 30 days
• Yellow — renewal within 31–60 days
• Green — renewal within 61–90 days
• No highlight — more than 90 days away

Sort by "Days Until Renewal" to see what needs attention first.

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How to use it

Step 1: Make a copy

Click the link and Google will prompt you to save a copy to your own Drive. The original is untouched — your copy is entirely yours to edit.

Copy the template to your Google Drive →

Step 2: Add your contracts

Start with your biggest spend items first — the ones where missing a renewal would hurt most. To find them:

• Check your company credit card or bank statement for recurring charges
• Search your inbox for "invoice", "receipt", or "subscription"
• Ask your finance team for a current vendor list

If you want a more thorough approach, our SaaS spend audit guide walks through the full process step by step.

Step 3: Assign owners

Every contract should have one named person responsible for making the renewal decision. Without an owner, contracts either get missed or auto-renewed by default.

Add names in the Owner column and make sure those people know they're accountable at renewal time.

Step 4: Review weekly

Set a recurring 15-minute calendar block each week to check the sheet. Contracts renewing in 90 days need attention now — not in 89 days.

Step 5: Share with your team

Go to File → Share → Share with others and add anyone who needs visibility. Set their role to Viewer if you just want them to see it, or Editor if they'll be adding their own contracts.

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Tips for getting the most out of it

Log negotiation notes as you go. When you negotiate a better rate or add seats, write it in the Notes column immediately. That context is invaluable at the next renewal. If you're not sure how to approach those conversations, our SaaS renewal negotiation guide covers the tactics that actually work. Link your contract PDFs. Store the actual document in Google Drive and paste the link in the Contract Doc column. When renewal comes around, you'll know exactly what you agreed to last time. Keep cancelled contracts. Don't delete rows when you cancel a tool — change the status to "Cancelled" and keep the row. It's useful to know what you've tried and why you stopped. Track total cost, not per-seat cost. Always enter what you're actually paying in total, not the per-user or per-month rate. This keeps your overall spend figure accurate.

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What this spreadsheet can't do

This template will take you a long way. But there are real limitations to managing renewals in a spreadsheet:

No automated reminders. The conditional formatting shows what's urgent — but only if you open the spreadsheet. There's no way to automatically send an email or Slack message when a renewal is approaching. If you need ready-made templates for manual outreach in the meantime, we have a set of contract renewal reminder email templates you can copy and paste. Some teams use Zapier to add automated reminders on top of a spreadsheet — see Zapier vs Termedora for an honest look at what that involves. No per-contract custom schedules. Some contracts need a 180-day heads-up to negotiate properly. A spreadsheet treats every contract the same. No Slack or SMS notifications. If your team lives in Slack, getting renewal alerts there is far more effective than hoping everyone remembers to check a shared sheet. No audit trail. There's no history of who changed what, or when.

If you're tracking a handful of contracts and just need visibility, the spreadsheet is the right tool. If you're managing 10+ contracts, have a team involved, or keep missing renewals despite having the spreadsheet open, it might be worth looking at a dedicated tool. We've written a detailed comparison of spreadsheets vs purpose-built software if you want to think through the trade-offs properly.

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Frequently asked questions

Can I use this in Excel instead of Google Sheets?

Yes — download the sheet via File → Download → Microsoft Excel (.xlsx). Most formatting and formulas will transfer, though some conditional formatting rules may need to be reapplied manually.

Is this really free?

Yes. No email required, no strings attached.

Can multiple people edit it at the same time?

Yes — that's one of the main advantages of Google Sheets. Multiple team members can edit simultaneously and changes save automatically.

How do I add more rows?

Click on the last row and press Tab or Enter. Formulas and formatting extend automatically.

The "Days Until Renewal" formula isn't working — what do I do?

Make sure your Renewal Date column is formatted as a Date, not plain text. Select the column → Format → Number → Date, then re-enter a date to trigger the formula.

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Ready to outgrow the spreadsheet?

When the spreadsheet stops being enough — when you're chasing teammates to update it, when you've missed a renewal despite it being right there, or when you want reminders across email, Slack, and SMS — that's when a dedicated tool pays for itself.

Termedora handles contract tracking with automatic renewal reminders on your own schedule, team access with role-based permissions, and notifications via email, Slack, and SMS. See how it stacks up in our roundup of the best SaaS contract tracking tools in 2026. Start a 14-day free trial → No credit card required.