Managing Documents and Renewals

What a document record includes

Each document in TermUp can include a title, contract number, vendor, category, service type, billing details, payment method, renewal timing, auto-renew status, cancellation notice period, contact details, notes, and reminder channel settings.

Assigning owners and reminder channels

Inside the document form, select one or more Document Owners from the dropdown — each selected owner appears as a chip you can remove with a single click. Owners receive reminders for this document.

Reminder Channels are shown as two large toggle cards (Email and SMS). Click a card to turn that channel on or off for this document. SMS is only available on plans that include it and only when the owner has a verified phone number with SMS enabled.

Important fields to keep accurate

1. Renewal date and end date drive visibility on the dashboard.
2. Cancellation notice days help calculate when action should happen.
3. Billing frequency and current price improve spend reporting.
4. Status changes like active, expired, or archived affect dashboards and reports.

When to update a document

1. After a renewal, renegotiation, or amendment.
2. When a vendor changes pricing or payment terms.
3. When ownership changes inside your company.
4. When you want to archive or expire an old record instead of deleting it.