All Your Contracts Organized & Searchable
— Plus Automatic Renewal Alerts

Keep every customer contract in one centralized, searchable database. Upload documents, track all contract terms and renewal dates, and get automated alerts before expirations. No more spreadsheets, file cabinets, or "who has that contract?" questions.

100%
Contract Renewals Tracked
0
Lost Renewals Due to Forgotten Dates

The Hidden Cost of Manual Contract Tracking

Spreadsheets and sticky notes aren't enough. Here's what operators lose every year:

What Goes Wrong Without Contract Management

  • Lost renewals: A customer's contract expires and you don't realize it until they call to cancel. No time to address concerns or negotiate renewal.
  • Disorganized contract storage: Contracts are scattered across file cabinets, network drives, email attachments, and someone's desk drawer. Finding a specific contract takes 20 minutes — if you can find it at all.
  • Manual tracking chaos: Contract dates live in spreadsheets, sticky notes, or someone's memory. When that person leaves or gets busy, critical knowledge disappears.
  • Inconsistent pricing: Without quick access to contract terms, you might quote new customers prices that are lower than existing contracts, eroding margins.
  • Compliance issues: Can't quickly find contract terms when disputes arise. No clear record of agreed-upon service levels or pricing.
  • Reactive instead of proactive: You're always scrambling to remember contract details instead of strategically managing customer relationships.

All Contracts Stored, Organized & Searchable in One Place

MDS Insight's Contract Management module keeps every customer contract in a centralized, searchable database. No more spreadsheets, file cabinets, or asking "where's that contract?" The system automatically tracks every contract detail, renewal date, and uploaded document — and notifies you before renewals so you never miss anything. Instant search, automated alerts, complete visibility. Just set it once and let the system handle the rest.

Core Contract Management Features

Automated Renewal Notifications

Fully configurable email alerts at 365, 90, 60, 30, 15, 10, 7, 3, 2, or 1 day(s) before contract expiration. Plus, receive a comprehensive monthly contract expiration report at the start of each month showing all contracts expiring that month. Never lose a customer because you forgot their contract was expiring.

Complete Contract Details & Documents

Store contract start dates, end dates, terms, service levels, special pricing, payment terms, and custom notes. Upload and attach actual contract PDFs or supporting documents directly to each contract record for instant reference.

Contract Terms Tracking

Track contract length (monthly, annual, multi-year), auto-renewal clauses, cancellation notice periods, and special conditions. Know exactly what's in each agreement.

Searchable Contract Database

All contract records stored, organized, and easily searchable in one central database. When a customer calls, instantly search by customer name, contract date, or terms to pull up their complete contract history. No digging through file cabinets, spreadsheets, or asking "who has the Smith contract?"

Monthly Expiration Report

Automatically receive a comprehensive report at the beginning of each month listing all contracts expiring during that month. Plan your renewal outreach strategically and never be caught off guard.

Contract Document Storage

Upload and attach actual contract PDFs, signed agreements, amendments, or any supporting documents directly to each contract record. Access the original contract instantly when needed — no more searching through file cabinets or network drives.

Contract Reports & Analytics

See which contracts are expiring this quarter, track contract renewal rates, analyze contract value trends, and make data-driven decisions about customer relationships.

See It In Action: Automated Email Alerts

Real example of the contract expiration notifications you'll receive automatically

Contract Expiration Alert Email Example

Example: 90-day advance warning email with complete contract details

Never Miss a Renewal Again

Set your notification intervals once (365, 90, 60, 30, 15, 10, 7, 3, 2, or 1 days before expiration), and MDS Insight automatically sends you detailed email alerts with all the contract information you need.

  • Complete Contract Details: Every alert includes account info, contract terms, dates, equipment details, and more
  • Configurable Timing: Choose exactly when you want to be notified — from 1 year out to 1 day before
  • Direct Document Links: Click straight through to the contract documents you've uploaded
  • Zero Manual Work: Set it once and the system handles everything automatically

Plan your renewal outreach strategically instead of reacting in a panic

Real-World Use Cases

How operators use Contract Management every day

Proactive Renewal Outreach

Three months before a major customer's contract expires, you get an automated notification. You reach out early to discuss their satisfaction, address any concerns, and negotiate renewal terms. Instead of losing them to a competitor, you renew at better rates.

Multi-Year Agreement Tracking

A large corporate client signs a 3-year contract with specific pricing locked in. The contract management module tracks the full term, reminds you when the lock expires, and flags the account for repricing discussion 6 months before the contract ends.

Special Pricing & Terms Visibility

A customer negotiated special pricing or unique terms. The contract record holds all these details in one place. When questions arise about their pricing or service level, you have instant access to exactly what was agreed upon.

Contract Dispute Resolution

A customer disputes a contract term or questions their pricing. You instantly pull up their contract record showing the signed agreement and exact terms. If you uploaded the original PDF, you can display it immediately. Clear documentation resolves the dispute on the spot.

Seasonal Contract Management

You have customers with seasonal contracts (9-month schools, summer camps). Set the contract dates once. The system knows when to start and stop billing, when to send renewal reminders, and when the customer goes inactive.

Contract Document Access

A customer disputes a contract term. Instead of searching through file cabinets or asking "who has the Johnson contract?", you click one button and instantly view the PDF of the signed agreement uploaded when the contract was created. Dispute resolved in 30 seconds.

Monthly Planning with Expiration Report

Every first of the month, you receive an email with all contracts expiring that month. You plan your renewal outreach schedule, assign follow-ups to sales team, and ensure no contracts slip through the cracks. Strategic, not reactive.

How Contract Management Works

Simple setup. Powerful automation.

Enter Contract Details & Upload Documents

When you sign a new customer or renew an existing one, enter the contract details: start date, end date, contract length, payment terms, special conditions, and pricing. Upload the signed contract PDF or any supporting documents for instant future reference.

System Tracks Everything Automatically

MDS Insight monitors all contracts continuously. The system knows when renewals are coming and when contracts expire.

Get Automated Notifications

Receive email alerts at your chosen intervals (365, 90, 60, 30, 15, 10, 7, 3, 2, or 1 day(s) before expiration). At the start of each month, get a comprehensive report of all contracts expiring that month. Always stay ahead of renewals.

Renew or Update Contracts

When it's time for renewal, update the contract record with the new terms. The system continues tracking the new contract period and sends notifications for the next renewal cycle.

Automated Monthly Report

See all expiring contracts at a glance — delivered automatically on the 1st of every month

Monthly Expiring Contracts Report Example

Monthly Expiring Contracts Report

  • Auto-generated on the 1st of every month
  • Shows all contracts expiring that month
  • Complete customer details and contact info
  • Days remaining clearly displayed
  • Plan your renewal outreach strategically
  • Never be caught off guard by an expiration

Combined with individual renewal alerts, you get both monthly overview and specific notifications — nothing slips through.

Why Operators Love Contract Management

Real benefits that impact your bottom line

Improve Customer Retention

Proactive renewal outreach leads to better retention rates and stronger customer relationships.

Save Administrative Time

Stop manually tracking spreadsheets and calendar reminders. Let the system handle it automatically.

Reduce Disputes

Clear contract documentation prevents disputes and provides instant reference when questions arise.

Better Contract Visibility

See upcoming renewals and contract end dates to accurately plan for customer retention and account management efforts.

Centralized Organization

Stop searching through file cabinets, network drives, and email. Every contract stored, organized, and searchable in one place.

Instant Access

Search and retrieve any contract in seconds. Answer customer questions immediately without putting them on hold.

Ready to Stop Leaving Money on the Table?

See how Contract Management helps you keep contracts organized, track renewals automatically, and never lose a customer to a forgotten expiration date

Schedule a Demo