Start at least 90 days before your term ends. Find your auto-renew notice date, compare this year's unit price to last year's, get an increase cap in writing, drop add-ons you don't use, check usage meters and overage rates, and confirm your data export rights. Line up an alternative quote before the renewal call so you're negotiating, not just accepting.
The checklist
- Find your notice date. Look in your order form and master agreement for the auto-renew clause and how much notice you must give to cancel or change terms. Put that date on your calendar, minus two weeks. Missing it can lock you into another full term at whatever price is on the table.
- Pull your real usage. Count active users, open jobs, hires, and your current employee count. If you're priced by headcount, check whether you've crossed a band, in either direction.
- Compare unit price, not total. Divide the renewal total by the unit you're billed on, whether that's employees, seats, or a plan, and compare it to last year. A flat total can hide a higher rate if your count dropped.
- Find the increase clause. Check whether your contract caps annual increases. If it doesn't, ask for a cap in writing on this renewal and every one after.
- List every line item. Put the renewal quote next to your original order form. Flag anything new, renamed, or rebundled, and ask what each line does.
- Cut add-ons you don't use. Notetakers, texting, scheduling, and analytics modules are easy to buy and easy to forget. Check usage for each and drop or downgrade what isn't earning its keep.
- Check usage meters. If AI credits, texts, or lookups are metered, compare your actual use to your allowance and ask for the overage rate in writing.
- Confirm your exit rights. Ask what data you can export, in what format, how long you keep access after the term ends, and whether API access continues during a migration.
- Get a credible alternative. Take at least one competing demo and quote. You don't have to switch, but a real alternative changes the renewal conversation.
- Choose the term on purpose. Multi-year deals usually trade a lower rate for less flexibility. If you take one, get the increase cap and any exit terms in writing.
A renewal timeline that works
- 120 days out: find your notice date, pull usage, and list line items.
- 90 days out: ask your vendor for the renewal quote in writing, and book competing demos.
- 60 days out: negotiate. Bring your usage data, your list of unused add-ons, and your alternative quote.
- Before the notice date: sign, or send written notice that you won't renew on current terms.
Email to request your renewal quote early
Copy, edit, and send to your account manager:
Hi [Name], our contract renews on [date]. Before then, could you send a line-item renewal quote that shows each product and add-on, our current unit price, and any proposed increase?
Please also include our current usage against each allowance, and confirm the notice terms in our agreement. We're reviewing options this quarter, so having this by [date] would help.
Thanks, [Your name]
Shopping alternatives at the same time? See what each ATS vendor publishes about price.
Frequently asked questions
When should I start an ATS renewal?
At least 90 days before the term ends, and 120 if you might switch. You need time to find your notice date, review usage, and get competing quotes.
Can I negotiate an ATS renewal?
Usually, yes. Your strongest inputs are accurate usage data, unused add-ons you can drop, and a credible alternative quote.
What is a renewal increase cap?
A contract clause that limits how much your price can rise at renewal. If your contract doesn't have one, ask for it in writing before you sign.