An annual subscription is about to renew

Start with the vendor’s dates

Open the current order or account terms and find the next renewal date. Check how far in advance the vendor requires notice and whether there is a particular way to deliver it. Enter the renewal date and calendar-day notice period in HeadsUp. Keep any special conditions in the notes.

• Next renewal date, rather than the last invoice date
• Notice period and the method for giving notice
• Any cutoff time or condition to confirm directly

Assign the review before the cutoff

Name the person who can gather usage information and obtain a decision. The calculated notice deadline is the outer boundary from your entries; your internal review should happen earlier. Use the upcoming-decision view to identify the plans that need attention, then export the dates to your calendar if that helps your routine.

Model the choices without changing the record

Compare keeping the plan, reducing it or cancelling it in a saved review plan. Add the expected replacement cost or reduced amount you want to discuss. These are working assumptions. Leave the existing subscription amount and status intact while the team and vendor are still deciding.

Close the review with a confirmed outcome

After the vendor confirms what will happen, record the decision, reason, actual amount and next renewal date. Check that the next review now appears in the expected window. Keep the vendor’s confirmation in your own records and reference it in the decision note.