Question 1

How much time does it take to migrate my contracts?

Accepted Answer

Surprisingly little. Thanks to our AI-import feature, you don't have to type everything manually. Simply upload the PDF, and our AI extracts key data like end dates, [notice periods](/en/glossary/notice-period/), and supplier names for you. You just perform a quick final check.

Question 2

What happens after the free trial month?

Accepted Answer

We believe in transparent business. You'll receive an email reminder 14 days and 2 days before your trial ends. If you don't wish to continue, you can cancel with one click at no cost. If you stay, your account automatically transitions to an annual subscription.

Question 3

Is my data secure and where is it stored?

Accepted Answer

Your data is strictly confidential. We use secure EU-based servers that are fully GDPR compliant. Only authorized users within your organization can access your documents.

Question 4

Why not just use an Excel spreadsheet?

Accepted Answer

Excel won't send you an alert while you're on vacation and a [notice period](/en/glossary/notice-period/) expires or a contract [automatically renews](/en/glossary/automatic-renewal/). It won't warn you when an [escape clause](/en/glossary/escape-clause/) trigger window opens or an [early termination](/en/glossary/early-termination/) right is about to lapse either. On top of that, our AI checks if your contracts are complete (e.g., flagging missing annexes), something a spreadsheet simply cannot do. With all your contract data centralised in one place, the system gives you the foundation for meaningful [spend analysis](/en/glossary/spend-analysis/) across your supplier portfolio and lets you apply [three-way matching](/en/glossary/three-way-matching/) on invoices. Read more: [What do silent contract renewals cost your SME? And how to prevent them](/en/blog/preventing-silent-contract-renewals/)

Question 5

What does the subscription cost after the first year?

Accepted Answer

After the first year, your subscription becomes month-to-month cancelable, at the same price, with no increase.

Question 6

Will I lose my data if I cancel my subscription?

Accepted Answer

No. In your settings, you will find an option to download all your data, including stored files. Your data is always yours, even after canceling.

Question 7

Is onboarding available, or can I speak to someone if I get stuck?

Accepted Answer

We're always here to help. You start with a set of ready-to-use contract templates. We also offer onboarding support, and you can even outsource the entire registration of your contracts to us. Contact us for a tailored quote.

Question 8

Can I enter contracts manually, without a PDF?

Accepted Answer

Yes, you can. That said, we recommend keeping at least an email confirmation of any agreement as a backup. Handy tip: you can drag emails directly from Outlook into the upload wizard.

Question 9

What types of contracts can I store?

Accepted Answer

Any contract related to expenditure, think [maintenance contracts](/en/glossary/maintenance-contract/), [service contracts](/en/glossary/service-contract/), [license agreements](/en/glossary/license-agreement/), [escrow arrangements](/en/glossary/escrow-arrangement/), and [deposit agreements](/en/glossary/deposit-agreement/), as well as insurance policies such as [buildings insurance](/en/glossary/buildings-insurance/), [motor vehicle insurance](/en/glossary/motor-vehicle-insurance/), [absenteeism insurance](/en/glossary/absenteeism-insurance/), or [cyber insurance](/en/glossary/cyber-insurance/). In the future, you will also be able to register employment agreements and sales contracts. See also our sector guides for [hospitality](/en/glossary/sector/hospitality/), [healthcare](/en/glossary/sector/healthcare/), [construction](/en/glossary/sector/construction/) and [IT](/en/glossary/sector/ict/).

Question 10

How do reminders work, and can I customize them?

Accepted Answer

Reminders are sent by email, twice per contract. The first reminder goes out two months before the [notice period](/en/glossary/notice-period/) or [contract renewal date](/en/glossary/contract-renewal/) by default, but this is adjustable in your settings. For example, you can change it to four months in advance.

Question 11

How many contracts can I store?

Accepted Answer

There is no limit on the number of contracts you can store, except on the Starter plan, which supports up to 25 contracts.

Question 12

Can we manage multiple locations or departments?

Accepted Answer

Yes. Starting with our Team plan, you can assign multiple users and categorize contracts by department or location, so everyone sees exactly what they need. When an employee who managed contracts leaves, reassign those contracts to a successor before their account is closed. Our [contract handover guide](/en/support/handing-over-contracts-when-someone-leaves/) walks you through it.

Question 13

What if I make a mistake when entering a contract?

Accepted Answer

No problem. Any contract can be edited at any time. If you want to start fresh, simply delete the contract and re-upload or re-enter it.

Question 14

Which file formats are supported for upload?

Accepted Answer

In addition to PDF, we support MSG (Outlook), DOCX, XLSX, JPG, and TXT. The document preview currently works only with PDF files.

Question 15

Does Tracking Contracts work on my phone?

Accepted Answer

A mobile app is on our roadmap. For now, the web app isn't fully optimised for smartphones. We recommend using a desktop or laptop for the best experience.

Question 16

How do I know if a contract has been signed by an authorised person?

Accepted Answer

Always verify that the person signing is an [authorised signatory](/en/glossary/authorised-signatory/) for the other party. In the Netherlands, the KvK Trade Register lets you check for free who is registered to sign on behalf of a company and whether any restrictions apply. If in doubt, request a power of attorney. Also check that any [general terms and conditions](/en/glossary/general-terms-and-conditions/) referenced in the contract have been properly incorporated. This is frequently overlooked but legally decisive. Tracking Contracts lets you record who signed for each party when archiving a contract, giving you a clear audit trail.

Question 17

Can I store supplier qualification documents like ISO 9001 certificates?

Accepted Answer

Yes. In addition to the contract itself, you can attach supporting documents such as a valid [ISO 9001](/en/glossary/iso-9001/) or [VCA](/en/glossary/vca/) certificate from a contractor or supplier, a [baseline assessment](/en/glossary/baseline-assessment/) report at the start of a service agreement, or a list of approved [subcontractors](/en/glossary/subcontractors/). All relevant contract documentation stays in one place. The moment to collect these documents is before signature rather than afterwards, which is why they appear on our [checklist for onboarding a new supplier](/en/support/procurement-check-new-suppliers/). See also our [construction sector page](/en/glossary/sector/construction/) for more construction contract terms.

Question 18

Can I register insurance policies such as motor vehicle or cyber insurance?

Accepted Answer

Yes. An insurance policy, whether [motor vehicle liability insurance](/en/glossary/motor-vehicle-liability-insurance/), [cyber insurance](/en/glossary/cyber-insurance/), [buildings insurance](/en/glossary/buildings-insurance/), or [absenteeism insurance](/en/glossary/absenteeism-insurance/), is a recurring obligation with a renewal date and a notice period just like any other contract. Register your policies in Tracking Contracts and you will receive automatic reminders before any policy silently renews. Read more: [Business liability vs. professional liability insurance: what's the difference?](/en/blog/business-vs-professional-liability-insurance/)

Question 19

Can I terminate a contract before the end date?

Accepted Answer

It depends on what the contract says. First check whether a [early termination](/en/glossary/early-termination/) clause is included. Some contracts allow early exit against a termination fee. Also look for an [escape clause](/en/glossary/escape-clause/): a pre-agreed exit point, often tied to a performance threshold or a specific date. If neither is present, you are generally bound until the end date unless the supplier is in breach. In which case termination may be possible following a formal notice of default. Also check the [renewal clause](/en/glossary/renewal-clause/): if the end date is still far away, the notice deadline for the next renewal period is often the earliest practical exit point. Tracking Contracts shows the earliest possible exit date per contract, so you always know your first opportunity to stop. Read our step-by-step guide: [How to cancel a business contract](/en/blog/how-to-cancel-a-business-contract/)

Question 20

What should I do if a supplier fails to perform or delivers late?

Accepted Answer

The first step is to send a formal [notice of default](/en/glossary/notice-of-default/): a written notification that the supplier is in breach, with a reasonable period to remedy the situation. Only after this step can you typically claim damages or invoke a [penalty clause](/en/glossary/penalty-clause/). Also check whether a [service level agreement](/en/glossary/service-level-agreement/) applies. SLAs define measurable performance standards and the consequences of missing them. If this does not lead to a resolution, the [dispute resolution clause](/en/glossary/dispute-resolution-clause/) in the contract sets out how to escalate the conflict further, through mediation, arbitration or litigation. Store all supplier correspondence in Tracking Contracts as part of the contract file so you have a complete audit trail if the situation escalates.

Question 21

How do I protect myself if a supplier goes bankrupt?

Accepted Answer

The best protection starts before [bankruptcy](/en/glossary/bankruptcy/) occurs: always include a [retention of title](/en/glossary/retention-of-title/) clause in supply contracts, so that delivered but unpaid goods remain legally yours and can be reclaimed from the estate. For customers representing a large share of your revenue, consider credit insurance. Also include a bankruptcy clause permitting immediate termination upon insolvency or [suspension of payments](/en/glossary/suspension-of-payments/) by the counterparty. Early warning monitoring matters too: persistent payment delays or publications in the official gazette are signals to act on. The cheapest protection of all is the trade register check you run before signing, which is step one of our [checklist for onboarding a new supplier](/en/support/procurement-check-new-suppliers/). In Tracking Contracts, you can track payment terms per contract and quickly identify which suppliers are consistently late, before the situation becomes critical.

Question 22

Can I see which contracts include automatic price increases?

Accepted Answer

Yes. When entering or importing a contract, you can register a [price indexation clause](/en/glossary/price-indexation-clause/), including the percentage or the index it is linked to, such as the [consumer price index](/en/glossary/consumer-price-index/). This gives you a clear view of which contracts increase in price each year and by how much. Unmonitored indexation is one of the most overlooked forms of [profit leakage](/en/glossary/profit-leakage/): a 3% annual indexation on a €20,000 contract costs you over €3,000 extra across five years without a single invoice that says "price increase" on it. By actively tracking indexation, you can negotiate specifically at renewal time or benchmark against alternatives.

Question 23

Can I track the total cost per supplier or category?

Accepted Answer

Yes. Tracking Contracts provides a [spend analysis](/en/glossary/spend-analysis/) overview that lets you see contracted expenditure by supplier, category and location. This gives you a realistic view of the [total cost of ownership](/en/glossary/total-cost-of-ownership/) per contract, including indexation, ancillary costs and any volume commitments. Knowing what you spend by category also lets you assess whether you qualify for a [volume discount](/en/glossary/volume-discount/) by consolidating contracts with one supplier, or conversely whether you have become too dependent on a single provider. If you do not have that overview yet, the four-round exercise in [The summer contract cleanup](/en/blog/contract-portfolio-cleanup/) will help you build a complete list.

Question 24

What are ghost licences and how do I avoid paying for software nobody uses?

Accepted Answer

[Ghost licences](/en/glossary/ghost-licences/) are software licences you are paying for but that are not, or barely, being used: by employees who have left, departments that were reorganised, or tools replaced by another system. In [licence agreements](/en/glossary/license-agreement/) for SaaS software, you typically pay per active user or per seat. Without active monitoring, you end up paying structurally for accounts nobody uses. That is a classic form of [vendor lock-in](/en/glossary/vendor-lock-in/) where the supplier has no incentive to flag the issue. Register all your software contracts in Tracking Contracts with the number of paid licences and actual users, and set an annual review reminder to check utilisation before the renewal date. Read more: [The summer contract cleanup](/en/blog/contract-portfolio-cleanup/), which sets out a practical round for tracking down unused subscriptions.

Question 25

When should I sign a non-disclosure agreement (NDA)?

Accepted Answer

Sign a [non-disclosure agreement](/en/glossary/non-disclosure-agreement/) whenever you share confidential information with an external party before a main contract is signed, for example during tender processes, M&A due diligence, or discussions about a new product with a potential supplier or partner. An NDA also protects [intellectual property](/en/glossary/intellectual-property/) such as business processes, customer data, or software being developed that you discuss with third parties. Always store signed NDAs in Tracking Contracts with their expiry date: many NDAs have a limited term, or a confidentiality obligation that continues to run after termination, and that deadline belongs on your radar just as much as any other contract date.

Question 26

How do I deal with vendor lock-in in IT contracts?

Accepted Answer

[Vendor lock-in](/en/glossary/vendor-lock-in/) in IT arises when switching to another supplier has become so costly or complex that you remain tied in practice, even when you no longer want to be. Prevention starts at signing: ensure your contract includes an [escape clause](/en/glossary/escape-clause/) with a reasonable exit fee, that your rights to your own data and [intellectual property](/en/glossary/intellectual-property/) are explicitly set out, and that a data portability clause obliges the supplier to deliver your data in a standard format upon termination. Also record the number of software licences and integration dependencies alongside the contract in Tracking Contracts. That way, at renewal time you know exactly how complex a switch would be, and can factor that into your negotiation. Visit our [IT sector page](/en/glossary/sector/ict/) for more IT contract management terms.

Question 27

We have no overview of our active contracts. Where do I start?

Accepted Answer

Start with your bank statements rather than your contract folders. Filter the last twelve months for recurring payments and note every supplier that appears more than once, then repeat the exercise on your credit card statements, where the unregistered software subscriptions usually hide. Expect gaps: Loio found that 71% of businesses cannot locate at least 10% of their contracts when they go looking for them (Loio, 2026). Turn that raw list into a proper [contract register](/en/glossary/contract-register/) recording the supplier, end date, [notice period](/en/glossary/notice-period/) and an internal owner for each contract. From there, a [spend analysis](/en/glossary/spend-analysis/) across suppliers becomes straightforward. For a worked plan covering the whole exercise, see [The summer contract cleanup](/en/blog/contract-portfolio-cleanup/).

Question 28

How often should I review my contract portfolio?

Accepted Answer

Two moments are enough. One full pass over the whole portfolio each year, ideally during a quiet stretch such as the summer, plus a short check on the individual contract whenever a renewal reminder arrives. An annual pass in July or August beats one in the autumn, because you still have room to act on what you find: with a three-month [notice period](/en/glossary/notice-period/), a contract expiring on 31 December needs a decision by September. Use that annual pass to check whether you are still paying for [ghost licences](/en/glossary/ghost-licences/) and whether your largest contracts remain priced in line with [market conformity](/en/glossary/market-conformity/). Loio found that 71% of contracts are never monitored after signature (Loio, 2026), and that is where most of the lost money sits. [The summer contract cleanup](/en/blog/contract-portfolio-cleanup/) sets out the four rounds we recommend.

Question 29

A supplier has announced a price increase based on indexation. Can I do anything about it?

Accepted Answer

Usually yes, but not by disputing indexation as such. If the contract contains a [price indexation clause](/en/glossary/price-indexation-clause/), the supplier is entitled to raise prices. What does help is checking the arithmetic: put the announced increase next to what the clause actually says. Does the quoted index match the one named in the contract, was the right measurement moment used, and was the notice period met? A [consumer price index](/en/glossary/consumer-price-index/) figure for a single month can differ from the twelve-month average by a full percentage point, and increases that apply two years in one go are common. Any cap in the clause obviously applies too. If the calculation does hold up, requesting a [price revision](/en/glossary/price-revision/) on the basis of changed volume or scope remains a realistic route. [Price indexation in wholesale](/en/blog/price-indexation-wholesale-margin/) sets out how this works through to the margin.

Question 30

What should I agree on indexation when signing a new contract?

Accepted Answer

Four terms do most of the work and are nearly always negotiable. A yearly maximum, say 4 percent, which protects you in an inflation spike. A floor below which no indexation applies, so the small increases nobody verifies fall away. Symmetrical wording so the index also works downward, because the standard text only covers rises. And an index that fits the supplier's cost base: fuel weighs heavily for a carrier, not for a software vendor. On a [multi-year contract](/en/glossary/multi-year-contract/) of three years or more, add a [benchmarking clause](/en/glossary/benchmarking-clause/) obliging both parties to test periodically whether the rate is still in line with the market. The wording is in our [price indexation clause template](/en/clause-library/price-indexation-clause-template/), and the arithmetic behind these terms is in [Price indexation in wholesale](/en/blog/price-indexation-wholesale-margin/).

Question 31

How do I factor my existing contracts into next year's budget?

Accepted Answer

Start with the contracts rather than this year's actuals. For each contract, note the annual [contract value](/en/glossary/contract-value/), the end date, the last date for giving notice, any indexation and any minimum volume. Then sort them into three groups: costs locked in for next year regardless, such as a [purchase obligation](/en/glossary/purchase-obligation/) or a contract that runs beyond the year; contracts that expire or become cancellable during the year; and spend with no contract behind it. The middle group is what the budget meeting should be about, because you still have a choice there, as long as the [notice period](/en/glossary/notice-period/) has not passed. Most businesses lack that overview: Weshare found that 95% of organisations do not have full visibility of their contractual obligations (Weshare, 2025). The method, with a worked example, is in [Budgeting for 2027: start with the contracts you already signed](/en/blog/budgeting-contract-commitments/).

Question 32

Why do our software costs come in over budget every year?

Accepted Answer

Usually for three reasons that a budget built on last year's figures cannot show. Licence contracts renew on 1 January at a new rate, often through [automatic renewal](/en/glossary/automatic-renewal/) and with indexation nobody has checked. Departments sign up for subscriptions on a company card, so the costs appear in the books but not in any contract overview. Gartner estimates that around 40% of SaaS spend goes unmonitored (Gartner, 2024). And you end up paying for [ghost licences](/en/glossary/ghost-licences/): seats for former staff or for tools that were replaced long ago. A [contract register](/en/glossary/contract-register/) that also covers the small subscriptions fixes most of this. How to budget software and other contract costs contract by contract is covered in [Budgeting for 2027: start with the contracts you already signed](/en/blog/budgeting-contract-commitments/).

Question 33

How do I check that a supplier sticks to the prices and discounts in the contract?

Accepted Answer

A few times a year, hold a recent invoice up against the rate schedule in the contract. Most deviations are administrative: the supplier is still using an old price list, or a temporary discount lapsed without anyone noticing. Where there is a purchase order, [three-way matching](/en/glossary/three-way-matching/) compares the invoice with the order and the goods received. Also watch for [volume discounts](/en/glossary/volume-discount/) and annual rebates that are not deducted on the invoice but paid out afterwards, and only if you ask within the agreed window. Loio found that 71% of contracts are never checked for compliance after signing (Loio, 2026), so the odds are something is outstanding. A one-hour quarterly check for your ten largest contracts is set out in [Signed is not delivered](/en/blog/checking-supplier-commitments/).

Question 34

Should I report a missed SLA target to the supplier straight away?

Accepted Answer

Yes, and preferably in writing. Under Article 6:89 of the Dutch Civil Code you lose the right to rely on defective performance if you do not complain within a reasonable time after you discovered the defect, or should reasonably have discovered it. If the supplier's own monthly report shows the target was missed, it is hard to argue later that you did not know. Our entry on [notice of defect](/en/glossary/notice-of-defect/) covers that duty in more detail. If the contract includes [service credits](/en/glossary/service-credits/), check the claim period as well, because it is often short and unclaimed credits are lost. How to run through service levels and discounts every quarter is explained in [Signed is not delivered](/en/blog/checking-supplier-commitments/).

Question 35

Is a digitally signed contract legally valid?

Accepted Answer

Yes, in most cases. Under the European eIDAS Regulation, [digital signatures](/en/glossary/digital-signature/) are legally valid for virtually all business agreements. There are three levels: simple (a typed name), advanced (via platforms such as DocuSign or Adobe Sign) and qualified (equivalent to a handwritten signature). For most SME contracts, an advanced electronic signature is sufficient. Only specific legal acts such as transferring real estate require a notarial deed. Tracking Contracts stores the signing certificate alongside the contract, so you can always prove who signed and when.

Question 36

How does Tracking Contracts handle GDPR and personal data?

Accepted Answer

Tracking Contracts stores contract data only, not customer personal data. All data is held on secure EU-based servers that comply with GDPR requirements. When you upload contracts containing personal data (such as contact names), these are processed in accordance with our [data processing agreement](/en/glossary/data-processing-agreement/). You can export or request deletion of your data at any time. Access is restricted to authorised users within your organisation and all communication is encrypted.

Question 37

Can I use or create standard contract templates?

Accepted Answer

Tracking Contracts focuses on managing existing contracts, not on drafting new ones. When entering a contract, you can specify the type (for example [framework agreement](/en/glossary/framework-agreement/), [service contract](/en/glossary/service-contract/) or [maintenance contract](/en/glossary/maintenance-contract/)), so the system automatically applies the right reminders and categorisation. For drafting new contracts, we recommend using a legal template suited to your sector and having it reviewed by a lawyer. See also our sector pages for specific contract types per industry.

Question 38

How do I best manage multi-year contracts?

Accepted Answer

Multi-year contracts require extra attention because costs and risks accumulate over a longer period. In addition to the end date, register interim checkpoints: an annual [supplier evaluation](/en/glossary/supplier-evaluation/), the moment a [price indexation clause](/en/glossary/price-indexation-clause/) kicks in, and any [benchmarking clauses](/en/glossary/benchmarking-clause/) that give you the right to test market conformity. Also record on what basis the price may change mid-term, see [price revision](/en/glossary/price-revision/), and for large annual volumes consider a [most favoured customer clause](/en/clause-library/most-favoured-customer-clause-template/) so that a keener price given to a comparable customer flows through to you as well. Set reminders in Tracking Contracts for each of these moments, not just the end date. This prevents discovering only after three or five years that the price is no longer competitive or that performance has declined.

Question 39

How do I conduct a contract audit and how often should I?

Accepted Answer

A contract audit is a systematic review of your active contracts for completeness, compliance and financial risk. Start with an overview of all current contracts in Tracking Contracts and check each one: is the registered end date and notice period correct? Is [contract compliance](/en/glossary/contract-compliance/) ensured? Are there [price indexation clauses](/en/glossary/price-indexation-clause/) or [renewal clauses](/en/glossary/renewal-clause/) that need attention? Research by Loio (2026) shows that 71 per cent of contracts are never monitored for compliance. We recommend conducting a full audit at least once a year, plus a quarterly review of contracts expiring within six months.

Support & Guides

Frequently Asked Questions

Procurement check: onboarding a new supplier

Handing over contracts when a colleague leaves

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