Renewal Management

Overview

Renewal Management in AppVentory provides centralized visibility and control over application subscriptions, renewal timelines, and financial commitments across the organization. The module is designed to help track subscriptions, forecast upcoming costs, prevent unexpected renewals, and strengthen governance over the software stack. 

By consolidating renewal dates, billing cycles, pricing data, and categorization into a single dashboard, Renewal Management enables proactive cost management, risk identification, and strategic portfolio alignment. 

This functionality supports broader AppVentory objectives, including: 

• Complete visibility into the software ecosystem 
• Centralized subscription governance
• Financial forecasting and budget planning
• Risk mitigation and compliance control
• Data-driven renewal decision-making
  
  

Renewal Management contains two primary tabs:

• Active Renewals
• Needs Review
  
  

 

Prerequisites

Before using Renewal Management, ensure the following:

• Access to the Apps module is enabled.
• Applications have been added via integration or manual entry.
• Subscription and spend data are available.
• Appropriate permissions are granted to create tasks, flags, alerts, and exports.
• Task Management module access is enabled for renewal task tracking.

 

Active Renewals

The Active Renewals tab serves as the central location for confirmed and active subscriptions. This view provides financial clarity and operational oversight of upcoming commitments.

Applications are organized by category to support portfolio segmentation. For example, tools such as Airtable and Basecamp may be classified under Project Management. 

Within this tab, the following capabilities are available:

• Visibility into billing cycle frequency (e.g., Annual)
• Clear display of renewal cost commitments
• Visibility into exact renewal dates
• Categorized view for easier financial and department analysis 

This structured layout supports forecasting and renewal planning before financial impact occurs. 

Action Available in Active Renewals 

Each application record includes an Actions menu with the following options:

Flag: Used to highlight subscriptions that require review visually, are nearly renewed, or need strategic evaluation without immediately assigning ownership.

Task: Creates a structured workflow item when action is required before the renewal date. Tasks support accountability, deadline management, and renewal coordination. 

Alert: Enables proactive notifications tied to renewal timelines without requiring a formal task assignment. Alerts ensure visibility across stakeholders. 

 

 

Needs Review

The Needs Review tab functions as a risk detection and remediation queue.

This tab highlights applications where critical subscription data, such as billing cycle or renewal frequency, is unknown or incomplete. These gaps may create financial uncertainty or compliance exposure. 

The view enables:

• Identification of applications with missing subscription details
• Departmental auditing of potential spend 
• Detection of high-value subscriptions requiring investigation
• Early risk mitigation before renewal confirmation

High-cost items and unknown billing configurations can be identified and validated before transitioning to Active Renewals. 

Moving Applications to Active Renewals 

Applications can be transitioned from Needs Review to Active Renewals once renewal data is confirmed. 

To complete this process:

• Edit the renewal record
• Define the subscription frequency
• Enter the renewal date
• Save changes

Once renewal information is confirmed, the application appears under Active Renewals for ongoing monitoring. 

 

Exporting Application Data

AppVentory provides two export methods within the Apps module.

Full Export

Exports complete application data without filters.

Capabilities include:

• Selection of spend time range
• Export of In-use, Discovered, or Inactive applications
• Downloadable Excel file containing app spend, users, departments, and subscription data.
• Separate tabs for In-use, Discovered, and Inactive apps

This export method is suitable for comprehensive reporting and financial analysis.

Filtered or Selected Export

Exports only selected or filtered applications. 

Capabilities include:

• Bulk selection of specific apps
• Filter-based data narrowing
• Targeted export of selected records
• Customizable spend time range 

This method supports focused audits or department-specific reporting. 

 

Creating Renewal Tasks

Renewal tasks can be created directly from Renewal Management to ensure structured follow-up before subscription deadlines.

Task configuration includes: 

• Task title
• Task type (e.g., To Do)
• Priority level
• Assigned team member
• Due date and time
• Task description

Created tasks can be accessed and managed within the Task Management module, where updates and tracking can occur. 

This workflow strengthens accountability and ensures renewals are reviewed before financial commitment. 

 

Renewals Governance & Learning Outcomes

Renewal Management strengthens governance across the software portfolio by:

• Centralized renewal visibility and tracking
• Improving cost forecasting and budget planning 
• Identifying incomplete or high-risk subscription records 
• Enforcing structured review through flags, tasks, and alerts
• Reducing unmanaged or redundant subscriptions
• Supporting data-driven software investment decisions aligned with business objectives

Renewal Management transforms renewal oversight from reactive processing into a proactive financial and operational process. 

 

 

 

 

If you need further assistance, please contact our dedicated customer support team at support@appventory.com, who will assist you with anything else you need. We take pride in providing exceptional service experiences, and our commitment to client satisfaction is at the heart of everything we do.