Vendors, contracts and access reviews · Autessa IT Desk
Contracts and renewals
Autessa IT Desk stores vendor contracts with their terms, value and documents, and shows a 12-month renewal timeline with the last day to give notice. Contracts whose notice deadline is within 30 days are flagged, so a renewal never rolls over by surprise.
The problem
The auto-renew you meant to cancel
Most SaaS contracts renew automatically and need notice 30, 60 or 90 days ahead. Miss the notice deadline and you are locked in for another year at a price nobody negotiated.
What you get
- Contract records with a number, vendor, type, state, owner and linked software.
- Terms: start, end and renewal dates, notice days, auto-renew, value, currency and billing cycle.
- The contract document attached to the record.
- A notice deadline calculated as the renewal date minus notice days.
- A 12-month strip of renewals by month, plus the list soonest first; canceled, expired and past renewals drop off.
- The weekday IT digest lists renewals inside their notice window.
How it works
How does contracts and renewals work in Autessa IT Desk?
Add the contract
Record the vendor, type, dates, notice days and value, and attach the document.
See the timeline
Open Vendors, Renewals for a 12-month strip of everything renewing, each with its notice deadline. The vendor page shows the same timeline for that vendor.
Act in time
Contracts within 30 days of their notice deadline are marked In notice; those whose deadline has passed but renewal is still ahead are marked Notice passed.
Every option
Contract fields and timeline statuses
| Option | What it does |
|---|---|
| Contract type | Subscription, License, Services, MSA, DPA, NDA, Lease, Support. |
| State | Draft, Active, Expiring, Expired, Canceled. |
| Billing cycle | Monthly, Annual, Multi-year, One-time. |
| Renewal | Renewal date, else end date. |
| Notice days | Days before renewal by which notice must be given. |
| Timeline status | Notice passed, In notice (deadline within 30 days), Upcoming, Later, Past. |
| Document | The signed contract, stored on the record. |
Permissions
Who can do what?
| Role | Can |
|---|---|
| Vendor manager | Create and edit contracts and work the renewals timeline. |
| IT agent | View the renewals timeline. |
| IT administrator | Everything a vendor manager can do. |
AI assist
How the IT Desk Assistant helps
Ask the IT Desk Assistant "what renews in the next 90 days?" and it opens the filtered list, or have it summarize a vendor's contracts on the vendor page.
The assistant acts as you, with your role. It fills forms but never saves them, and anything risky waits for you to press Confirm.
About the IT Desk Assistant →Connected
How it connects to the rest of IT Desk
IT DESK FEATURE
Vendors
Contracts sit on the vendor page with its risk and reviews.
IT DESK FEATURE
Software
A software record links its contract, so seats and renewal sit together.
IT DESK FEATURE
Daily digest
Renewals inside their notice window appear in the weekday IT digest.
IT DESK FEATURE
Renewals report
Contracts renewing in the next 90 days is a starter report on the Vendor risk dashboard.
FAQ
Questions about contracts and renewals
Can Autessa IT Desk track contract renewals?
Yes. Contracts carry renewal dates and notice days, and the renewal timeline shows each notice deadline and flags those within 30 days.
What is the notice deadline?
The renewal date minus the contract's notice days: the last day to cancel or renegotiate before it renews.
Can I store the contract file?
Yes. Each contract has a document attached to it.
100% customizable, code and all
Make Autessa IT Desk fully your own.
Use it out of the box, then change anything. Ask Autobot, Autessa’s AI builder, for a new field, screen, report, workflow or agent and it builds it into your copy of the app. Or open the code and edit it yourself. Nothing is locked: the app, its data and its code are yours.
Start free and make it yours