Operator playbook
How to stop paying for contracts you already decided to leave
Most auto-renewals are not surprises. They are missed notice windows. This is the 30-minute method Holdfast automates.
1. List every vendor you pay more than once
Pull last year's AP by vendor. Include software, insurance, telecom, copiers, waste, alarm monitoring, benefits platforms, and professional services. Ignore one-off invoices. You want the recurring ones.
2. Find the notice clause, not the end date
Search the PDF for “auto-renew,” “then-current,” “written notice,” and “days prior.” The number you need is the notice period. The date you need is renewal minus that number. Put a reminder on the action date, not the renewal date.
3. Use honest defaults when the PDF is missing
These are conservative starting points, not legal advice. Confirm against the signed agreement before sending notice.
| Category | Start with |
|---|---|
| Software / SaaS | 30 days |
| Facilities / print / janitorial | 90 days |
| Telecom / internet / mobile | 60 days |
| Insurance | 30 days |
| Lease / real estate | 180 days |
| Professional services | 30 days |
| Benefits / HR platforms | 60 days |
| Other | 30 days |
4. Put dollars next to runway
Sort by action date. The first five rows are the only ones that matter this month. If a window is already closed, mark it locked — that is a budget fact, not a reminder failure. If it is still open, decide: renew, renegotiate, or walk.
5. Send notice in the method the contract named
Email is not always enough. Copier leases and some facilities agreements want certified mail. Software usually wants an email to a named renewals address. Draft the letter, then actually send it. Confirmation of receipt is the job, not the draft.