Worked example
A team pays for 200 software seats but records 143 active users over 90 days. Before the 60-day notice date, the owner validates dormant accounts, reviews open support issues, confirms data export options and compares a 150-seat renewal with one alternative. The final choice depends on its own evidence; these numbers are illustrative.
Methodology
The checklist uses five evidence groups: contract timing, utilization, service quality, risk, and switching effort. Compare like-for-like scope and keep assumptions visible. A usage count alone does not capture contractual minimums, seasonal users or migration cost.
Questions
What belongs in a software renewal review?
Review licence counts and usage, total cost, support and uptime, security and privacy evidence, integrations, data export, replacement effort, renewal terms and approvals.
How do I find unused software licences?
Compare paid seats with active users over a representative period, then confirm dormant accounts with team owners before reducing licences.
What should I check before replacing software?
Confirm data export, retention and deletion, integration dependencies, migration effort, user training, parallel-run time and the date the current access ends.
More renewal checklists
General template · Vendor contracts · SaaS renewals · All guides
Related free tools
SaaS Spend Desk · Contract Tracking Desk · Vendor Contract Scanner