Free · Excel & Google Sheets
Free Software, Domain & SSL Renewal Tracker Template
A free spreadsheet for every subscription, domain name and SSL certificate your business pays for: cost per year, seats, owner, whether it auto-renews, and a review-by date so you decide to keep, change or cancel before you are charged. The Dashboard totals annual spend by currency.
In the file
5 sheets · 160 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Renewals
- 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.
software-renewal-tracker.xlsx
| Item | Category | Renewal date | Review-by date | Days left | Status |
|---|---|---|---|---|---|
| Example – example-shop.com domain | Domain | 12 Oct 2026 | 12 Sep 2026 | 14 | Due ≤30 days |
| Example – SSL certificate, shop.example.com | SSL/TLS certificate | 3 Nov 2026 | 20 Oct 2026 | 36 | Due ≤90 days |
| Example – Accounting software | Software subscription | 1 Dec 2026 | 1 Nov 2026 | 64 | Due ≤90 days |
| Example – Design tool team plan | Software subscription | 15 Mar 2027 | 29 Jan 2027 | 168 | OK |
| Example – Website hosting | Hosting | 20 Jan 2027 | 21 Dec 2026 | 114 | OK |
| Example – Antivirus licences | Software licence | 20 Sep 2026 | 21 Aug 2026 | -8 | Expired |
1 expired, 1 due ≤30 days, 2 due ≤90 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
Export what you pay for
Card statements and your accounts software list the subscriptions. Add one row each, with the cost per year even if billed monthly.
Give every row an owner
Someone who can decide to cancel. Auto-renewing items still get a review-by date: auto-renew protects against lapses, not against paying for things nobody uses.
Review before the date
The Dashboard lists the next 10 renewals and totals spend per currency.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Renewals
- Software, domain & SSL renewals. 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 |
|---|---|---|
| Item | Product, domain name or certificate. | Input · required |
| Category | Software, Domain, SSL/TLS certificate and so on. | Input |
| Vendor / registrar | Who you pay. | Input |
| Account / login | Which account it sits in (never the password). | Input |
| Owner | Who decides whether to renew. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Billing cycle | How often you are billed. | Input |
| Cost / yr | Cost per year, even if billed monthly. | Input |
| Currency | ISO code. | Input |
| Seats | Licences or users paid for. | Input |
| Auto-renews? | Yes if it renews and charges automatically. | Input |
| Renewal date | Next renewal or expiry date (certificate "not after" date for SSL). | Input · required |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Review-by date | Calculated. Renewal minus lead time: decide keep, change or cancel before this. | Calculated |
| Days left | Calculated. Days until the date; negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Admin link | Link to the billing or admin page. | 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
SSL certificate · shop.example.com
ValidOwner
IT lead
Expires
3 Nov 2027
Reminders before expiry
90d
60d
30d
7d
Due
Software, domain & SSL renewal tracker: questions, answered
Yes, with a short lead time. Automatic renewal usually works, and when it fails nobody notices until browsers show a warning. A row with the certificate’s "not after" date gives you a second check.
Usually yes, for domains you rely on. Keep a row anyway: renewals fail when a card expires or an account email is no longer read.
Not in this sheet. Record which account an item sits in, and keep credentials in a password manager.
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.
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.
It is free to download, use, change and share inside your organisation. There is no sign-up and no email needed: the download starts when you click.
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.