With organizations managing over 100+ SaaS products, visibility is your best defense against costly "surprise" auto-renewals. Sastrify helps you protect your IT budget by centralizing renewal management.

Set Your Renewal Dates & Terms

How to update details:

1. Go to Inventory > Suppliers & Products and click on a specific subscription.
2. Under the Summary tab, click Edit Details.
3. Enter the Start/End dates and Renewal Frequency.
4. Set Auto-renewal and define the Cancellation Period (e.g., 30, 60, or 90 days).
5. Click Save Changes.

Best Practice: Check your contract or order form for the "Notice Period." If you aren't sure, consult your legal team to ensure your Sastrify dates match your legal obligations.

Configure Company-Wide Reminders

Admin users can set a global reminder schedule to ensure tool owners are notified well in advance of a deadline.

• Default Setting: Sastrify notifies owners 3 months before the renewal date, with follow-ups every 2 weeks.
• How to Customize: Navigate to Settings > Notifications. Under the renewal reminder section, click Edit. Toggle the default off to set your own timeframe (e.g., 60 or 90 days).

How the math works: If a contract ends Aug 30 with a 90-day notice period, your "Decision Date" is June 1. If your reminder is set to 60 days, Sastrify will alert the owner on April 2—giving them two full months to prepare before the legal deadline hits.

Take Action via the Renewal Widget

In the Summary tab of the Subscription Details view, use the Renewal Widget to perform a number of renewal actions as a way to manage your renewal, such as:

• Start/View Renewal Request: Launch a formal procurement request based on a certain workflow.
• Move to Inactive: Mark the subscription for decommissioning (will not renew).
• Renew Automatically: Confirm the subscription will renew as-is with no contract changes.

What's next: setting renewal workflow & starting internal procurement requests

Now that you have all the renewal confirmations set up, the next steps are to:

1. Set up your company-wide renewal workflow.
2. Start creating requests for all upcoming renewals.

Please follow the links above for detailed how-to knowledge articles on each feature. 

Definition of terminology:
Workflow refers to the series of interrelated processes and steps involved in purchasing or renewing, in our case, software products and services. The procurement process typically has several stages, and each stage involves the assignment of an approver.

Frequently Asked Questions

Q: What happens when a subscription is approaching its renewal (as defined by the timeframe within the renewal reminder and its renewal terms)?

A: As the renewal date approaches, Sastrify will automatically update the subscription status from Active to Up for Renewal. For a more in-depth understanding of how the renewal status functions, please refer to this article.

Q: One of our company's subscriptions has a fairly unique renewal term that requires it to be renewed every 2 years. Can I accommodate this in Sastrify?

A: Yes, when you update the renewal date (follow the instructions above), select "other" as the renewal frequency and set the timeframe to 2 years. Once set up in Sastrify, this tool will change status to "Up for Renewal" every 2 years. 

Q: One of the subscriptions has a cancellation period of 120 days. How can I configure this in Sastrify?

A: You can set a custom cancellation period or, in fact, define it in any timeframe you want by selecting "Other" and entering 120 days. 

Q: Some subscriptions in our stack have an "Expired" status. Why is this happening, and what should I do?

A: This status is caused by an overdue renewal date. Expired tools are annual subscriptions that are past their renewal date. If the subscription is still in use, all you need to do is to simply update the renewal date and the relevant terms.

• For subscriptions that are still active and in use, make sure that the status is set to active and fully update the renewal dates. Use the guide outlined in this section to define the renewal dates and terms.
• For subscriptions that are no longer in use, change the status to inactive to ensure they are properly archived.

To prevent subscriptions from expiring, always make sure the renewal terms in full: define the dates and detailed terms, including the auto-renewal clause and the cancellation period.