Your maintenance contracts auto-renew. Your insurance has a 60-day notice window. When did you last check?
Property managers handle dozens of vendor contracts - lift maintenance, fire safety, boiler servicing, insurance, software - all with hard deadlines. Renewly extracts every notice window automatically so nothing rolls over by default.
Vendor contracts in property management have real teeth
Notice windows are legally binding - and vendors know it
Most maintenance and service contracts include a 30, 60, or 90-day notice window. Miss it, and you're locked into another term - sometimes at a higher price. Vendors don't chase you to remind you. The obligation sits entirely with you.
Contracts are scattered across shared drives, email threads, and filing cabinets
A letting agency managing 300 properties has dozens of underlying vendor contracts: one or two software platforms, property-by-property maintenance agreements, communal area service contracts, portfolio-wide insurance. Nobody has a single view of all of them.
Renewals fall through organisational cracks
The person who signed the lift maintenance contract three years ago might not work there anymore. Or the contract moved to a new property manager when a portfolio was reshuffled. Whoever owns the contract now may not know the notice deadline - or that the auto-renewal clause even exists.
The dates your supplier contracts sit behind
UK: statutory inspections run on contractor agreements
Managing agents work to a calendar of statutory checks: annual gas safety records, electrical installation condition reports (commonly every five years), asbestos management and fire risk assessments. RICS guidance expects firms to have systems in place so those inspections happen, and in England the fourth edition of the RICS residential service charge code took effect in April 2026. Each check is carried out by a contractor under an agreement with its own renewal date and notice period. Renewly tracks that contract layer. It is not a certificate register or a compliance system.
US: vendor insurance certificates expire mid-contract
Property managers commonly require vendors to carry insurance and keep a certificate of insurance on file. The certificate follows the insurer's policy year, not your service agreement, so a vendor can be insured on the day you sign and uninsured halfway through the contract. Renewly tracks the contract side: when each service agreement renews and the last day you can give notice. It does not verify certificates; dedicated insurance-tracking tools do that.
Every contract. Every deadline. One dashboard.
- 3.1Upload your vendor contractsMaintenance agreements, insurance policies, software contracts, communal area service agreements. Upload as PDFs. Renewly reads clause language - not just the summary page.
- 3.2Renewly extracts notice windows and auto-renewal clausesFor each contract: vendor name, contract value, expiry date, notice period in days, calculated notice deadline, and whether it contains an auto-renewal clause. No manual entry.
- 3.3Alerts fire before deadlines - to the right ownerAssign each contract to the property manager responsible. Alerts go out at 90, 60, 30 and 7 days before the notice deadline. Not to a shared inbox. To the person who needs to act.
Built for property managers, not procurement teams
Notice deadline calculation
Extracts '90 days prior written notice' and calculates the actual calendar date. No manual maths, no formula errors.
Auto-renewal clause detection
Every contract with an automatic continuation clause is flagged on upload. You see it immediately, not when the invoice arrives.
Portfolio-level view
See all upcoming renewals across your whole vendor portfolio sorted by urgency. Filter by contract type, owner, or deadline.
Audit-ready export
One-click export of all contracts, values, and deadlines. Useful for portfolio reviews, insurance audits, and ownership handovers.
Renewly Inbox: forward vendor renewal notices
Property managers handle dozens of vendors per building (HVAC, lifts, cleaning, security, landscaping). Forward any renewal notice or invoice to your @in.renewly.gg alias and the contract is captured automatically. No more screenshots into a folder.
Term Library: portfolio-wide clause search
Ask one question across every contract on every property. Which buildings have notice windows over 60 days? Which auto-renewing contracts are above $10K? 12 prebuilt searches plus natural-language questions.
An illustrative example of how it goes wrong
A commercial property management firm had a lift maintenance contract auto-renew for the third year running. The notice window was 90 days. The contract had been reassigned twice since it was originally signed. Nobody knew the deadline. The vendor had no obligation to remind them.
Cost of one missed cancellation: $18,000 locked into another year of a contract they'd been planning to re-tender.
Have a contract like this? Put in its dates and we will email you before your last day. No account needed.
Cheaper than missing one notice window
One missed 90-day notice on a $20,000 maintenance contract costs more than three years of Renewly Starter. Most property management firms manage enough vendor contracts that the maths is obvious within the first week.
No CLM, no implementation project. Upload PDFs and get alerts. That's it.
Fees.
Questions people ask.
We have maintenance contracts for individual properties. That's hundreds of contracts. Can Renewly handle that?
Yes. Enterprise uses volume-banded contract limits sized to your portfolio. Larger portfolios are exactly the use case where spreadsheet tracking breaks down - and where Renewly is most useful.
Some of our contracts are scanned PDFs, not digital. Can Renewly read those?
Yes. Renewly reads scanned PDFs directly; there is no separate step on your side. Faint or skewed scans can lose detail, so check the key dates, above all the notice period, before you rely on them.
We use a property management platform already. Why do we need this?
Property management software tracks tenancy dates and rental renewals - your customer-side obligations. It doesn't extract notice windows from your vendor maintenance contracts. Those are a separate problem.
Can different property managers have access to their own contracts?
Yes. Every plan includes team access (Free and Starter 3 seats, Business 10). Assign contracts to specific owners; each person sees their own portfolio and gets their own alerts.
What happens if a contract owner leaves?
Reassign the contract to the new owner in one click. They inherit the alert schedule. Nothing falls through a gap.
Find out which maintenance contracts auto-renew this quarter.
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