THE PLATFORM
One record. First reminder to paid invoice.
Ten capability layers that take a renewal from "someone should look at this" to decided, ordered, invoiced, paid, and already in next year's budget.
01
The obligation record
Anything with an expiry, renewal, review date or notice period lives here: licences, warranties, certificates, domains, contracts, insurance, certifications, leases, fleet, policies. Each record carries supplier, value, currency, notice period, serial and agreement numbers, documents, owner, approver and full history.
Import your spreadsheet and see a working forward view the same afternoon.
Co-terming, managed at last.
Software bought mid-contract can usually only be co-termed to the family's expiry at its first anniversary, and because nobody holds one view of a product family and its scattered dates, it rarely happens. In Renewals360, every obligation can carry a master renewal date: when any related renewal comes due, the notification reminds the owner to instruct the supplier to co-term to the master. Fewer renewal events, fewer quotes, less risk, and a licence estate that converges instead of fragmenting.
Thirty firewalls across eight renewal dates is not a hypothetical. We've seen the spreadsheet.
Organised the way teams actually think.
Obligations group into category windows: connectivity, security, software, hardware, contracts. Each is a filtered view of the same records, so a manager works one domain at a time while the executive view stays whole. And because every quote, PO, invoice and document must be saved against its line item before it closes, the platform becomes the single repository by design, not another SharePoint folder tree that depends on people filing things consistently.
Microsoft 365 E3, 240 seats
Software licence · Meridian ICT
- Value
- R1 248 000 / yr
- Due
- 12 Sep
- Notice window
- 30 days
- Owner
- D. Okafor
- Approver
- FD
Decision history: seat count reviewed and reduced to 240 · approved by FD · PO raised from accepted quote.
02
The five-month head start
The first notification lands five months before renewal, because that's how long a real decision takes.
Full story →03
Ownership and escalation
Every obligation has a responsible person and an escalation contact, each with a window in days. Stall past your window and it escalates automatically. Leave, absence and staff turnover stop being single points of failure.
Responsible, T. Mensah
window: 7 days
Escalation, IT Director
window: 5 days
04
The transaction workflow
Quotes filed against the record. Approval in-platform. A purchase order generated from the accepted quote. Sign-off terms attached. The invoice matched against both, payment status visible. One record, three documents, zero inbox archaeology.
05
The currency engine
Software and hardware are priced in dollars and paid in rand. Every affected obligation revalues daily at spot, so your forward costs are true today, not at whatever rate the budget guessed.
And when a supplier's quote carries a padded exchange rate, you'll see it.
Budget rate
R16.00
Spot today
R16.00
06
Budget, replaced
Your live platform already holds this year's actual costs. Next year's budget becomes a snapshot: pick the ROE, apply an uplift, override line-by-line, add or remove items, with record locking, a full change audit, and an exec-only window for the sensitive lines. Budget season goes from three weeks to an afternoon.
Allocation, the way finance actually wants it.
Costs split per branch or division, local and international, for budget builds and recharges. Per-user software allocates itself from quantities; hardware, contracts and shared services carry an allocation rule you set, so the group view and each branch's budget stay honest without a reconciliation spreadsheet on the side.
Budget Window · FY26
| Vendor | Renewal | Cost (actual) | Budget | Diff |
|---|---|---|---|---|
| Microsoft | M365 E3, 240 seats | R78 000 | R78 000 | R0 |
| Fortinet | Firewall support ×30 | R33 760 | R33 760 | R0 |
| Dell | Server warranties ×12 | R26 240 | R26 240 | R0 |
| DigiCert | Wildcard SSL | R384 | R384 | R0 |
07
Contracts and SLAs
Every partner contract in one place, held to what was signed: managed-service quantities reconciled monthly, SLA hours tracked so paid-for time is never quietly forfeited, meeting notes and actions logged so nothing agreed gets forgotten.
SLA hours remaining · Q3
31 of 50 contracted hours used. Paid-for time, tracked, never quietly forfeited.
08
Backups, failover and continuity
Every backup across every system and partner, with test status, and the report that matters most: the systems not being backed up at all.
Failover: tested, not assumed.
Most companies never test that traffic actually fails over when a primary link drops, and even active/active sites need each link tested on its own, with the surviving bandwidth confirmed against a cloud-heavy load. Without connectivity the business stands still, and links go down more often than they used to. Renewals360 treats the failover test as what it really is: a recurring obligation with a date, an owner and evidence. Each site carries its links and a scheduled test slot; the team is notified a week ahead to plan with the ISP; results, pass or fail, are filed against the site, building the record an auditor or insurer will one day ask for. Coordination runs in the site's own partner channel, so a failed test has a home, not a reply-all thread.
22 systems backed up and tested · 2 not backed up at all
| Site | Primary | Secondary | Next test | Planning starts |
|---|---|---|---|---|
| Johannesburg HQ | 10 Gbps fibre | 1 Gbps fibre | 28 Aug · 07:00 | 21 Aug · due soon |
| Cape Town branch | 1 Gbps fibre | 1 Gbps LTE | 11 Sep · 17:00 | 4 Sep · on track |
09
Partners, out of email
Quote requests, backup queries and contract discussions happen in dedicated partner channels on the record, logged, retrievable, audit-ready. Email is where renewal history goes to die; this is where it lives.
10
Usage intelligence (exploring)
Evidence of what's actually consumed, so the renewal decision is informed rather than automatic. This layer is under consideration for a future release, in keeping with our rule of only claiming what we've built, it ships when it's real.
Under consideration
Usage intelligence is not part of the platform today. When it ships, this page will show the real thing, not a mock of a promise.
What we deliberately don't do:
- contract drafting and e-signature
- full procure-to-pay for net-new purchases
- moving money, we raise the PO and track the payment, we never touch the funds
- asset discovery agents
Each is a different product for a different buyer.