Contract, permit and licence renewals
Renewals that never lapse by accident
Trading permits, health certificates, software licences, leases and insurance policies all expire. Smart Memo keeps them in one register, reminds the owner well ahead, escalates when nobody acts, and files the renewed certificate against the record.
The problem today
- Expiry dates in a spreadsheet only one person updates
- Penalties and closures from a permit that lapsed unnoticed
- No proof on file that a renewal actually happened
How it works in Smart Memo
- Step 1
Load your register
Import your existing list from Excel or CSV, then preview and commit it. Each item has an owner, a site and an expiry date.
- Step 2
Remind on a ladder
The owner is reminded at 60, 30, 14 and 7 days and on the day. Renewal managers are told when it expires, and escalation follows.
- Step 3
Renew on evidence
Record the new expiry with the certificate or signed contract attached. The history keeps every renewal and lapse.
- Step 4
See the whole estate
Lapsed, and due in 30, 60 or 90 days, at a glance for every site and category.
What changes
Common in: Banks, MFIs, SACCOs and insurers, Multi-site operators
Frequently asked questions
Which renewals can we track?
Anything with an expiry date. The register starts with permits, licences, certificates, contracts and insurance, and you can add your own categories.
Can a renewal start an approval?
Yes. A renewal can raise a memo for approval, for example to approve the cost of renewing a lease, and the two stay linked.
Related use cases
Memo approval workflow
Route every internal memo to the right approvers, in the right order, with a signed record.
Purchase and spending approvals
Requisitions and spending requests that go to the person authorised for that amount.
Capital expenditure approvals
Capex memos with the business case, budget check and board-level sign-off in one trail.
New to the subject? Read what memo management is and how Delegation of Authority approvals work.
See your own approval process in Smart Memo
Bring one memo or request that takes too long today. In 30 minutes we will show it routed by your Delegation of Authority, signed, and turned into tracked work.