Free · Excel & Google Sheets
Free Contract Renewal Tracker Template (Excel & Google Sheets)
A free contract register that records each contract’s end date, whether it auto-renews and its notice period, then calculates the last day to give notice and colours the row as that date gets close. It also totals annual contract value by currency.
In the file
5 sheets · 163 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Contracts
- Dashboard
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (1 KB) has the same columns and example rows, without formulas or colours.
Preview
The tracker sheet, with example rows
This is the colour logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
contract-renewal-tracker.xlsx
| Contract | Auto-renews? | End date | Notice-by date | Days left | Status |
|---|---|---|---|---|---|
| Example – Office cleaning services | Yes | 31 Oct 2026 | 1 Oct 2026 | 3 | Due ≤30 days |
| Example – Photocopier lease | Yes | 14 Jan 2027 | 16 Oct 2026 | 18 | Due ≤30 days |
| Example – CRM subscription | Yes | 30 Nov 2026 | 1 Oct 2026 | 3 | Due ≤30 days |
| Example – Warehouse unit 4 lease | No | 23 Jun 2031 | 25 Dec 2030 | 1549 | OK |
| Example – Customer support agreement, Sample Corp | No | 30 Sep 2026 | 31 Aug 2026 | -28 | Expired |
| Example – Waste collection | Yes | 31 Mar 2027 | 31 Dec 2026 | 94 | OK |
1 expired, 3 due ≤30 days, 2 OK. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
Clear the examples
Delete the rows that start with "Example –", or type over them.
Read each contract once
Copy the end date, whether it renews automatically and the notice period in days. The notice-by date is calculated for you.
Act on the notice-by date
Status follows the notice-by date, not the end date, because that is the one you cannot miss. Check the Dashboard weekly.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Contracts
- Contract renewal tracker. Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Dashboard
- Counts by status and the next 10 dates, as of today.
- Import to ExpiryEdge
- The same rows in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colours carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves. Columns marked required are the ones the import sheet needs.
| Column | What to enter | Type |
|---|---|---|
| Contract | What the contract is for. | Input · required |
| Counterparty | The supplier, customer or landlord. | Input |
| Type | Supplier, Customer, Lease, Software, Service or Other. | Input |
| Owner | Who decides whether to renew. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Start date | When the current term started. | Input |
| End date | When the current term ends. | Input · required |
| Term (months) | Length of each term, for reference. | Input |
| Auto-renews? | Yes if it rolls over unless someone gives notice. | Input |
| Notice period (days) | Days of notice the contract requires before the end date. Check the contract wording. | Input |
| Notice-by date | Calculated. End date minus the notice period: the last day to give notice. | Calculated |
| Days to notice-by | Calculated. Days until the notice-by date. | Calculated |
| Status | Calculated from the notice-by date, because that is the date you cannot miss. | Calculated |
| Days to end | Calculated. Days until the end date. | Calculated |
| Annual value | Approximate value per year. | Input |
| Currency | ISO code, e.g. GBP or USD. | Input |
| Contract link | Link to the signed contract. | Input |
| Notes | Anything the next person needs to know. | Input |
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
Office cleaning services · notice-by date
ValidOwner
Facilities lead
Expires
1 Oct 2027
Reminders before expiry
90d
60d
30d
7d
Due
Contract renewal tracker: questions, answered
With an auto-renewing contract, the end date is not the deadline. The deadline is the last day you can give notice, which can be months earlier. Miss it and the contract usually rolls into a new term. The sheet shows days to the end date too.
The sheet subtracts the notice period in days from the end date. Contracts count notice in different ways (calendar months, business days, "received by" rather than "sent by"), so read the clause and, if in doubt, add a few days of margin to the notice period.
Yes. Each row has a currency, and the Dashboard totals annual value per currency rather than adding pounds to dollars.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
No. A spreadsheet only changes when someone opens it, so the colours are only as good as your habit of checking. Put a weekly calendar slot on it, or move the contracts into a tool that sends the reminders for you.
It is the same rows laid out in the ExpiryEdge bulk-import columns (name, expiry_date, type and so on), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet, or save the sheet as CSV. Nothing is sent anywhere by the file itself.
A free template, not legal advice. It tracks the dates you enter; it does not decide which rules apply to you. Check requirements against the official source for your situation.