Download
vendor-tracker-template-v1.csvCSV, 9 columns, 3 example rowsDownload the template
The three example rows start with “Example:”. Replace them with your own vendors, or delete them.
The columns
These are exactly the columns Renew Reminder's spreadsheet import reads, in the same order, so the file imports as it is. Only three are required.
| Column | Required | What to put in it |
|---|---|---|
| Name | Yes | The vendor's name, for example Slack or Office lease. |
| Amount | Yes | What you pay each billing cycle. A number, with or without a currency sign. Not negative. |
| Currency | No | A three-letter code such as USD. Leave it empty to use your account's currency. |
| Billing cycle | No | monthly, quarterly, yearly, weekly, every 2 weeks, twice a month or daily. Empty means monthly. |
| Next renewal date | Yes | The next date it renews or is due. YYYY-MM-DD is the safest way to write it. |
| Category | No | For example Software, Professional services or Insurance. |
| Owner | No | The name of the person on your team responsible for the vendor. It becomes an owner tag. |
| Owner email | No | That person's email address. Not the vendor's own address. |
| Notes | No | Anything else, up to 1,000 characters. |
How to use it
- Start with what you can see. Your card and bank statements, your accounting software's vendor list, and the renewal emails in your inbox. Our QuickBooks and Xero guide shows how to export a vendor list.
- Use the next renewal date, not the start date. Write it as YYYY-MM-DD so no one reads 03/04 the wrong way.
- Put the amount per billing cycle. A yearly contract gets its yearly price and “yearly” in Billing cycle.
- Name one owner per vendor. The person who decides whether it renews. How to choose owners.
- Write notice periods in Notes. The import doesn't read them, but you set them once on each vendor after the import. Read notice periods, explained to work out the last day to cancel.
When a spreadsheet stops being enough
A spreadsheet holds the list, but it doesn't tell anyone when a deadline is close. When you are ready, import this file into a Renew Reminder workspace: choose Import, then Import from a spreadsheet (CSV), on the Vendors list. Every vendor then gets its renewal alerts, and each owner is warned before the last day to cancel.