About This Guide
This user guide covers all features and workflows within the Renewal IQ application. It is designed for procurement professionals, IT managers, and contract administrators who manage the lifecycle of IT contract renewals.
Renewal IQ provides a centralised dashboard for tracking contract renewals, managing vendor relationships, monitoring financial performance, and automating workflow approvals across your organisation.
Key Capabilities
Dashboard & KPIs
Real-time overview of renewal portfolio with stat cards, quarterly breakdowns, and recent activity tracking.
Renewal Management
Full CRUD operations for renewals with multi-year filtering, status tracking, and vendor autocomplete.
Workflow Pipeline
7-stage renewal workflow from Not Started through to Renewed or Terminated, with visual progress tracker.
Visual Calendar
Timeline grid showing renewals by vendor and month, with year switching and status colour coding.
Analytics & Charts
Interactive Chart.js visualisations: quantity/value by month, urgency buckets, and top-10 renewals by value.
Vendor Directory
A-Z vendor listing with detail pages, aggregate statistics, and per-vendor renewal history tables.
Alerts & Notifications
Priority-based alert system with bell icon badge, dropdown preview, and dedicated alerts page.
Data Import & Export
Excel import/export via SheetJS, downloadable templates, and Supabase cloud synchronisation.
Table of Contents
- 1. Quick-Start: Your First 10 MinutesPage 3
- 2. Navigation & Getting StartedPage 4
- 3. Renewals DashboardPage 4
- 4. All RenewalsPage 5
- 5. Renewal Detail & EditingPage 5
- 6. Pipeline, Calendar & AnalyticsPage 6
- 7. Vendor Directory & AlertsPage 7
- 8. Data Management, Profile & Cross-App WorkflowPage 8
- 9. FAQ & TroubleshootingPage 9
How Do I… Quick Reference
Find the answer to common tasks instantly:
| I want to… | Go to |
|---|
| Add my first renewal | Quick-Start, Step 3 (p.3) |
| Import renewals from Excel | Data Mgmt §8.1 (p.8) |
| Export data to a spreadsheet | Data Mgmt §8.2 (p.8) |
| Filter renewals by quarter | All Renewals §4.2 (p.5) |
| Change a renewal's status | Renewal Detail §5.2 (p.5) |
| See what's expiring soon | Dashboard §3.2 (p.4) |
| Set up a new renewal term | Renewal Detail §5.4 (p.5) |
| Switch to Light Mode | Getting Started §2.2 (p.4) |
| I want to… | Go to |
|---|
| Search for a specific contract | Getting Started §2.1 (p.4) |
| View a vendor's full history | Vendors §7.2 (p.7) |
| Check renewal alerts | Alerts §7.4 (p.7) |
| View the pipeline by stage | Pipeline §6.1 (p.6) |
| See analytics charts | Analytics §6.3 (p.6) |
| Generate an Executive Brief | Cross-App §8.5 (p.8) |
| Switch organisations | Profile §8.4 (p.8) |
| Delete a renewal | FAQ Q9 (p.9) |
1. Quick-Start: Your First 10 Minutes
This walkthrough takes you from first login to a fully tracked renewal. Follow these 6 steps and you will have added, edited, and reviewed a contract renewal end-to-end.
- Open Renewal IQ — Launch the app in your browser. If authenticated, your data loads from Supabase automatically. If exploring, Demo Mode loads sample data so you can try everything risk-free.
- Orient yourself — The sidebar (left) is your main navigation. The topbar (top) has the search bar, notification bell, and your profile avatar. The Dashboard loads by default showing your portfolio at a glance.
- Add your first renewal — Click All Renewals in the sidebar, then click the + Add New Renewal button (top-right). Fill in the vendor name, contract number, end date, and price. Click Save. Your renewal now appears in the table.
- Open and edit the renewal — Click the row you just created. The Renewal Detail page opens with the full form. Update the status to "Negotiating" — watch the workflow tracker highlight that stage. Add pricing details, owners, and commentary. Click Save Changes.
- Check the dashboard — Navigate back to Dashboard. Your renewal now appears in the KPI counts, quarter overview, and recent activity table. If it expires within 90 days, an alert will also appear.
- Explore further — Visit the Pipeline to see your renewal by workflow stage, the Calendar to see it on the timeline, and Analytics to see it reflected in the charts. Check Vendors to see the vendor entry auto-created from your renewal.
Screenshot: Dashboard Overview
Capture the Dashboard page showing KPI stat cards, quarter overview, and recent activity table.
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Bulk Import: If you already have renewal data in a spreadsheet, skip step 3 — go to All Renewals, click Download Template, populate it with your data, then click Import Data to load everything at once. See Section 8.1 for details.
Common Workflows at a Glance
Three workflows you will use most often:
Track a Renewal
All Renewals → + Add New → fill form → Save. Then update status as the renewal progresses through each workflow stage.
Review Expiring Contracts
Dashboard → check "Due in 30 Days" card → click View Alerts → action each critical/high alert by clicking through to the renewal.
Generate an Executive Brief
Open a Renewal Detail → fill in financial data & deal summary → click Create Executive Brief → this hands off to Deal IQ for scoring.
Screenshot: Add New Renewal Modal
Capture the Add Renewal modal showing all form fields: Contract #, Vendor, Service, Owner, End Date, Price, Currency, Status.
2. Navigation & Getting Started
Renewal IQ is accessed via your web browser. No installation is required. The application supports both authenticated (Supabase) and demo modes.
2.1 Layout Overview
The application uses a fixed sidebar (left, 280px) + topbar (top, 85px) layout. The sidebar holds the 7 navigation items. The topbar holds the global search bar, notification bell, and user profile avatar.
Screenshot: Full Application Layout
Annotated capture showing: (1) Sidebar with nav items, (2) Topbar with search & bell, (3) Main content area, (4) Theme toggle, (5) App Switcher logo.
2.2 Theme Toggle (Dark / Light Mode)
Click the moon/sun icon at the bottom of the sidebar to switch between Dark Mode and Light Mode. Your preference is persisted in local storage and applied on next visit.
2.3 App Switcher & Global Search
App Switcher: Click the IQ logo in the sidebar header to open a dropdown listing all IQ platform apps. Click any tile to navigate to that application.
Global Search: The topbar search bar searches across contract numbers, vendor names, and owner names. Results appear in a dropdown with type badges. Click any result to navigate directly to the matching renewal.
3. Renewals Dashboard
The Dashboard is the default landing page, providing a real-time overview of your renewal portfolio.
3.1 Alert Banner
A gradient-bordered alert banner at the top highlights renewals requiring attention (e.g., those expiring within 30 days). Click View Alerts to navigate to the full Alerts page.
3.2 KPI Stat Cards
Four stat cards provide instant portfolio metrics:
| Card | What It Shows | Why It Matters |
|---|
| Total Renewals | Count of renewals for the current year | Know the size of your portfolio at a glance. |
| Total Annual Value | Aggregate value in GBP (millions) | Understand total financial exposure. |
| Due in 30 Days | Contracts expiring within 30 days | Identify urgent renewals that need immediate action. |
| Avg. Savings | Average negotiation savings % | Track your team's negotiation performance. |
Screenshot: Dashboard KPI Cards & Quarter Overview
Capture the four stat cards and the Current Quarter / Current Month overview sections below them.
3.3 Quarter & Month Overview
Two cards show the Current Quarter and Current Month. Each displays: renewal count, total value, budget, and variance. Below, an 8-column status grid shows the count per workflow stage. Click any status card to filter the All Renewals page to that stage.
3.4 Recent Activity
A table at the bottom lists the 10 most recent renewals with columns for Contract #, Vendor, Owner, End Date, Value, and Status. Click View All to go to the All Renewals page.
4. All Renewals
The All Renewals page is your master register of contracts. Use it to search, filter, add, and manage individual renewals.
4.1 Action Buttons
| Button | What It Does |
|---|
| Download Template | Downloads a blank .xlsx template for bulk import. |
| Import Data | Opens a file picker to import renewal data from Excel. |
| Export to Excel | Exports current renewals (respecting active filters) to .xlsx. |
| + Add New Renewal | Opens the Add Renewal modal form. |
4.2 Left Sidebar Filters
Filter by Period: An expandable tree shows years (2025–2031) with quarterly sub-items (Q1–Q4). Each item shows a dynamic count badge. Click a year or quarter to filter.
Filter by Status: Five buttons: All Statuses, Renewed, In Progress, Not Started, and Terminated. Each shows a count badge.
Screenshot: All Renewals Page
Capture showing: (1) Action buttons top-right, (2) Left sidebar with year/quarter tree & status buttons, (3) Main renewals table.
4.3 Renewals Table
Columns: Contract #, Vendor, Service Description, Owner, End Date, Current Price, Status (colour-coded badge), and Actions. Click any row to open the Renewal Detail page.
5. Renewal Detail & Editing
The Renewal Detail page provides a comprehensive editing interface. It uses a two-column layout: form fields on the left, financial analysis on the right.
5.1 Workflow Progress Tracker
A 7-step progress bar at the top shows the renewal's current workflow position. Completed steps are green, the active step is blue with a glow, and future steps are grey.
Not Started
Notified Owner
Confirming Reqs
Negotiating
Legal Review
Out for Signing
Renewed
5.2 Left Column — Form Fields
| Group | Fields |
|---|
| Basic Info | Contract Number, Vendor/Supplier (autocomplete), Service Description |
| Owners | Business Owner, IT Owner, plus "Notify Owners" button |
| Dates | Start Date, End Date |
| Pricing | Current Price, Renewal Price (original currency), GBP equivalents (auto-converted, read-only) |
| Currency & Budget | Currency selector (GBP/USD/EUR), Budget allocation |
| Status | 8-option dropdown — changing this updates the workflow tracker in real time |
| Commentary | Free-text notes textarea |
5.3 Right Column — Financial Overview
Below the stats, a Pricing Comparison Chart (bar chart) visualises Current Price vs. Renewal Price side by side.
5.4 Deal Summary & Next Steps
Renewal Term: Select 1–5 years or Custom. The New End Date auto-calculates.
Schedule Next Renewal: Creates a follow-up renewal record for the next cycle.
Deal Summary: Free-text area for negotiation notes and recommendation rationale.
Create Executive Brief: Hands off the renewal data to Deal IQ for scoring and brief generation (see §8.5).
!
Important: Deleting a renewal is permanent and cannot be undone. Always confirm before proceeding. If authenticated, the record is also removed from Supabase.
6. Pipeline, Calendar & Analytics
6.1 Renewal Pipeline
The Pipeline page displays all in-progress renewals grouped by workflow stage, allowing you to track progress across your portfolio at a glance. A row of filter buttons across the top lets you focus on specific stages — each button shows a count badge.
All Stages
Notified Owner
Confirming Reqs
Negotiating
Legal Review
Out for Signing
The pipeline table shows: Contract #, Vendor, Service, Value, End Date, Owner, Status (badge), and Actions. The table title updates dynamically to reflect the active filter.
Screenshot: Renewal Pipeline
Capture the Pipeline page showing status filter buttons at top and the filtered renewals table below.
6.2 Renewal Calendar
The Calendar page provides a visual timeline of renewals plotted on a vendor-by-month grid. Use the year toggle (top-right, 2025/2026/2027) to switch periods.
The grid scrolls horizontally (months Jan–Dec) and vertically (vendors). Each cell shows status-coloured dots. A current date indicator (gradient line) marks today's position. Click any dot to navigate to the renewal detail.
Screenshot: Renewal Calendar
Capture the calendar grid showing vendor rows, month columns, status-coloured dots, and the current date indicator line.
6.3 Analytics & Insights
Four interactive charts powered by Chart.js, with a year toggle (2025/2026/2027) to switch the data period:
Renewal Quantity by Month
Bar chart showing count of renewals per month. Helps identify peak renewal periods for workload planning.
Renewal Value by Month
Bar chart showing aggregate GBP value per month. Highlights months with highest financial exposure.
Upcoming Renewals (30/60/90)
Stacked bar chart with urgency buckets: 0–30 days (red), 30–60 days (amber), 60–90 days (blue).
Top 10 Renewals by Value
Horizontal bar chart ranking the ten highest-value renewals. Useful for prioritising negotiation effort.
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Theme-Aware Charts: All charts automatically adjust their colours, grid lines, and tooltip styles when switching between Dark Mode and Light Mode.
7. Vendor Directory & Alerts
7.1 Vendor List View
An A–Z letter filter bar at the top allows quick alphabetical navigation. Click "ALL" to show every vendor, or click a letter to filter.
| Column | What It Shows |
|---|
| Vendor Name | Clickable link to the vendor detail page. |
| Total Contracts | Count of all contracts (historical and current) with this vendor. |
| Active Renewals | Number of currently active renewal contracts. |
| Total Value (GBP) | Aggregate value of all contracts in GBP equivalent. |
| Avg. Contract Value | Mean contract value across all vendor contracts. |
7.2 Vendor Detail Page
Clicking a vendor opens a detail view with:
Editable Vendor Name — Click the edit icon to rename; press Enter to save or Escape to cancel.
4 Stat Cards — Total Contracts, Active Renewals, Total Value (GBP), and Average Contract Value.
Renewal History Table — All contracts with this vendor, including Contract #, Description, Owner, End Date, Value, Status, and Actions.
Screenshot: Vendor Detail Page
Capture showing the vendor name header, 4 stat cards, and renewal history table for a specific vendor.
7.3 Notification Bell (Topbar)
The bell icon in the topbar displays a gradient badge with the count of active alerts. Click it to reveal a dropdown showing recent notifications, each with a title, description, timestamp, and priority colour coding. Click View All to navigate to the Alerts page.
7.4 Alerts Page
The Alerts page displays notifications in a 2-column grid. Each alert card shows:
| Element | Description |
|---|
| Priority Badge | Critical (red), High (amber), Medium (blue). |
| Alert Title | Concise summary (e.g., "Contract ABC-001 expires in 15 days"). |
| Description | Additional context and recommended action. |
| Action Button | Navigates directly to the relevant renewal record. |
7.5 Alert Priority Rules
0–30 Days
Critical Priority
60–90 Days
Medium Priority
Contracts beyond 90 days from expiry do not generate alerts. Missing renewals (incomplete data) trigger a separate banner at the top of the Alerts page.
8. Data Management, Profile & Cross-App Workflow
8.1 Excel Import
To import renewal data from Excel:
- Navigate to All Renewals and click Download Template to get the blank import template.
- Fill in the template with your renewal data. Columns must match: Contract #, Vendor, Service, Owner, End Date, Price, Currency, Status.
- Click Import Data and select your completed .xlsx file.
- The system validates and imports all rows. Any errors are reported via toast notification.
8.2 Excel Export
Click Export to Excel on the All Renewals page to download all renewal data (respecting active filters) as a formatted .xlsx file named renewals-YYYY-MM-DD.xlsx.
8.3 Cloud Sync (Supabase)
When authenticated, all data syncs to Supabase (PostgreSQL) in real time. Row-Level Security (RLS) ensures data isolation between organisations. In Demo Mode (not authenticated), sample data is loaded into the browser session only and will not persist.
8.4 User Profile & Multi-Org
Click the user avatar in the topbar to open the Profile Popover. Edit your name, position, and organisation. If you belong to multiple organisations, a dropdown lets you switch context — all data (renewals, vendors, alerts) is scoped to the selected organisation.
Invite Code: Share this code with colleagues so they can join your organisation.
8.5 Cross-App Workflow: Renewal IQ → Deal IQ
When a renewal reaches the negotiation or approval stage, you can generate a formal Executive Brief by handing the data to Deal IQ. Here is the end-to-end workflow:
- Complete the renewal record — In Renewal IQ, open the Renewal Detail page. Fill in all pricing fields (Current Price, Renewal Price), the Renewal Term, and the Deal Summary.
- Click "Create Executive Brief" — This button (right column of the Detail page) packages the renewal data (vendor, prices, dates, term, summary) and transfers it to Deal IQ via local storage.
- Deal IQ opens with pre-populated data — The New Deal form in Deal IQ auto-fills with the renewal information. The supplier, pricing, term, and dates are pre-set.
- Complete the Deal IQ evaluation — Answer the 5 Integrity Gate questions, score the deal across 6 lenses, and add the brief narrative inputs.
- Generate the Executive Brief — Deal IQ produces a standardised 3-page A4 brief with score ring, gate results, commercials chart, and sign-off block. Print or save as PDF.
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Two-App Workflow: This integration means you manage the contract lifecycle in Renewal IQ and produce formal deal evaluations in Deal IQ. The handoff is automatic — no re-typing required. See the Deal IQ User Guide for full details on the evaluation engine.
Screenshot: Cross-App Handoff
Side-by-side capture: (Left) Renewal IQ Detail page with "Create Executive Brief" button highlighted. (Right) Deal IQ New Deal form with pre-populated fields.
9. FAQ & Troubleshooting
Quick answers to the most common questions:
Q1: I just logged in and see no data. Where are my renewals?
If you are logging in for the first time, your organisation's database is empty. Either import data from Excel (see §8.1) or click + Add New Renewal to create your first record. If you expected to see existing data, check that you are signed into the correct organisation via the Profile Popover (§8.4).
Q2: How do I switch between organisations?
Click your avatar (top-right) to open the Profile Popover. If you belong to multiple organisations, the Organisation field becomes a dropdown. Select a different organisation and click Save. All data will refresh to show that organisation's renewals.
Q3: Can my colleague see the renewal I just added?
Yes — if you are both authenticated and belong to the same organisation, all data syncs in real time via Supabase. Your colleague will see the renewal as soon as they refresh or navigate to the relevant page. In Demo Mode, data is local to your browser only.
Q4: The Dashboard KPI cards show different numbers than I expect. Why?
KPI cards on the Dashboard are scoped to the current calendar year. If you have renewals across multiple years, only the current year's data is reflected in the stat cards. Use the All Renewals page with the year/quarter filter to see data from other periods.
Q5: How do I change the currency for a renewal?
Open the Renewal Detail page and use the Currency dropdown (GBP, USD, EUR). The GBP Equivalent fields auto-convert the prices at the built-in exchange rates. Save your changes to persist.
Q6: My import failed. What went wrong?
The most common cause is column mismatch. Always start with the Download Template to get the correct column headers. Ensure dates are in a recognisable format (DD/MM/YYYY or YYYY-MM-DD) and prices are numeric (no currency symbols). Check the toast notification for specific error details.
Q7: How does the "Schedule Next Renewal" feature work?
When you select a Renewal Term (1–5 years) on the Detail page, the New End Date auto-calculates. Clicking Schedule Next Renewal creates a brand new renewal record starting from that new end date, pre-populated with the same vendor and contract details. The original renewal stays unchanged.
Q8: What is the difference between Dark Mode and Light Mode functionally?
There is no functional difference — both modes offer identical features. The choice is purely visual preference. Your theme selection is saved in local storage and persists across sessions.
Q9: Can I undo a deletion?
No. Deleting a renewal is permanent. The record is removed from your local session and (if authenticated) from the Supabase database. There is no recycle bin or undo feature. Always export your data before performing bulk deletions.
Q10: Why don't I see the "Create Executive Brief" button?
The Create Executive Brief button appears on the Renewal Detail page (right column), not on the All Renewals list. Open a specific renewal first. This button launches Deal IQ, which must be accessible from your deployment.
Q11: The calendar shows no dots for my renewals. What's wrong?
Check the year toggle at the top-right of the Calendar page. The calendar only shows renewals for the selected year. If your renewals have end dates in a different year, switch to that year to see them appear.
Q12: How do I invite a colleague to my organisation?
Open the Profile Popover (click your avatar). Copy the Invite Code shown there and share it with your colleague. They can enter this code during sign-up or in their own Profile Popover to join your organisation.
IQ Platform Applications
Renewal IQ
Contract renewals