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Senzy
Included from Essentiel

Contract management: deadlines, renewals, costs per asset

Insurance, lease, maintenance, licences: every contract linked to the assets it covers, with its calculated status and its reminders.

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Contract list of a demo company: vendor, type, dates, cost, number of linked assets and calculated status (active, expiring soon, open-ended, archived).

Contract list of a demo company: vendor, type, dates, cost, number of linked assets and calculated status (active, expiring soon, open-ended, archived).

The problem

Without a tool, this is what happens

The maintenance contract was tacitly renewed for a year: the notice date had passed three days earlier.

How much does this vehicle really cost? The lease is in one contract, the insurance in another, and nothing is reconciled.

The vendor asks for the insurance policy number; it is in a PDF sent as an attachment two years ago.

The solution

What Senzy does

01

Eight contract types, one place

Service, supply, lease, rental, insurance, warranty, software licence and other: vendor, dates, notice period, cost and documents on one record, with the change log.

Record of the fleet insurance contract, Information tab: vendor, type, person responsible, policy number, start, end and notice dates, inferred duration, monthly cost and allocation method.

Record of the fleet insurance contract, Information tab: vendor, type, person responsible, policy number, start, end and notice dates, inferred duration, monthly cost and allocation method.

02

A status that calculates itself

Not started, pending, active, expiring soon, expired, open-ended, archived: the status follows from the dates, never from a forgotten entry.

Contract list filtered on the “Expiring soon” status: the boiler maintenance contract and the Ford Transit lease, whose notice date has been reached.

Contract list filtered on the “Expiring soon” status: the boiler maintenance contract and the Ford Transit lease, whose notice date has been reached.

03

Linked to the assets it covers

Link the contract to the vehicles, devices, installations or equipment concerned. An insurance policy feeds the vehicle record, a lease locks its acquisition method, a warranty sets the device’s expiry.

Record of the fleet insurance contract, Linked assets tab: the four vehicles covered, each with its monthly share of the contract cost.

Record of the fleet insurance contract, Linked assets tab: the four vehicles covered, each with its monthly share of the contract cost.

04

Cost allocated per asset

Enter a monthly or total cost, split it equally or by hand between the linked assets: each record shows what the contract costs it.

“Manage linked assets” window in manual allocation: a monthly amount per vehicle, the sum of the shares compared with the contract cost and a difference of zero.

“Manage linked assets” window in manual allocation: a monthly amount per vehicle, the sum of the shares compared with the contract cost and a difference of zero.

05

Notice period and reminders

The notice date switches the contract to “expiring soon”. Two emails, set separately: upcoming expiry (30 days before by default) and expired contract, sent to the person responsible for the contract.

Settings, email alerts filtered on contracts: “Upcoming contract expiry” (D-50 before the notice date) and “Contract expired” (D+30), with their recipients.

Settings, email alerts filtered on contracts: “Upcoming contract expiry” (D-50 before the notice date) and “Contract expired” (D+30), with their recipients.

06

Archive without deleting

A finished contract is archived: it leaves the current view, no longer triggers any notification, and remains viewable with its history.

Record of an archived contract, a 2024 cleaning service not renewed: “Archived” status, dates, cost and note, read-only.

Record of an archived contract, a 2024 cleaning service not renewed: “Archived” status, dates, cost and note, read-only.

Detailed features

  • Eight types: service, supply, lease, rental, insurance, warranty, software licence, other
  • Status calculated automatically from the dates: not started, pending, open-ended, active, expiring soon, expired, archived
  • Permanent or tacitly renewed contracts: simply leave the end date empty
  • Main and secondary persons responsible, vendor from a shared reference list
  • Linked assets by type: vehicles, devices, installations, equipment, phone lines
  • Record fields fed by the contract: insurance, lease, rental, warranty
  • Monthly or total cost, duration inferred from the dates, automatic or manual allocation per asset
  • Notice date, “expiring soon” status, “upcoming expiry” and “contract expired” email alerts
  • Contract ends and notice dates included in the Deadlines module
  • Attached documents, change history with author and date
  • Reversible archiving, duplication without the dates
  • Excel or CSV import with template, CSV export, Contracts report
First page of the PDF contract record of the 2026 fleet insurance: identity, key dates, financial data and the list of the four vehicles covered.

First page of the PDF contract record of the 2026 fleet insurance: identity, key dates, financial data and the list of the four vehicles covered.

First page of the PDF, click to enlarge

The document you send

The contract record and the assets it covers

Exported from the contract record: vendor, person responsible, dates, cost and the list of assets covered, to prepare a renewal or an annual review.

  • Name, type, vendor, person responsible and description
  • Contract start, end and duration
  • Billing frequency and monthly cost
  • Linked assets, here the four insured vehicles

Document generated on the demo company: names and amounts are fictitious, the layout is the one your recipients receive.

Who sees what

Like every Senzy module, Contract management has its own access rights, set independently of the others: no access, “Self only”, view or modify. Users are unlimited on every plan.

In “Self only” mode, an employee sees only the contracts they are responsible for, read-only.

See the pricing FAQ

Who it’s for

Building management

Maintenance contracts for boilers, lifts and fire extinguishers, linked to each installation, with the notice period monitored.

Service SMEs

Vehicle and IT equipment leases, software licences and insurance, without tacit renewals catching you out.

Construction

Machinery rentals and fleet insurance, linked to the vehicles they cover.

Frequently asked questions

Is a contract’s status chosen by hand?

No, it is calculated from the start, end and notice dates. Only archiving is a manual action, and it is reversible.

How do I handle a tacitly renewed contract?

Leave the end date empty: the contract becomes “open-ended”. Fill in the notice date to be alerted before the renewal.

When is the expiry alert sent?

By default 30 days before the notice date if it is filled in, otherwise before the end date, to the contract’s main person responsible. A reminder is sent after expiry if nothing has been done.

Do contracts count towards my resource limit?

No. Contracts are unlimited on every plan; only physical assets count towards the limit.

Related modules

Fleet management

Every vehicle, its driver, its mileage and its deadlines: nothing gets lost between two spreadsheets any more.

Discover

Equipment and installations

From the forklift to the boiler, from the laptop to the SIM card: every asset has its record, its person responsible and its maintenance.

Discover

Reports and dashboards

What your data says, without retyping it: nine reports, one dashboard, one deadlines screen.

Discover

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