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.

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. 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. 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.

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.

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

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 28

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 29

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 30

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. 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 31

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.

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