Free renewal check

Before your marketing tools renew

Your software is renewing. What should you do next?

Check how contact tiers, send limits and CRM data affect the renewal. Compare the renewal quote with an alternative and get a clear next step.

See an example

No account needed. Your figures stay in this browser.

The renewal quote apartThe renewal price stays separate from what you pay now, so a tier jump shows up instead of hiding in an average.
Tiers and limitsQuestions about contact tiers, send limits and sales seats come with your result, ready for your supplier.
Moving your dataSwitching counts the hours to move contacts, lists, templates and CRM links. Unknown costs stay unknown.

Step 1 of 3Your subscription

Which software is renewing?

Pick it from the list, or choose that it isn't listed.

Plan (optional)

As shown on your invoice, for example the plan name and its contact tier.

Currency on your invoice

Choose it yourself. The check does not convert currencies.

What do you actually pay?

Use your invoice total, including paid add-ons. We won't multiply it by your seats. For marketing tools, include extra contacts, send volume, sales seats and paid integrations billed in the same period.

How often are you billed?

Is tax included in this amount?

Next renewal date (optional)

From your invoice or the billing page of your account.

Renewal date: I don't know

Step 3 of 3 (optional)Compare an option

Compare another plan or tool with a price you know. No option is required.

Where does the option's price come from?

A list price appears only as a reference line. You enter the amount yourself.

Name of the option (optional)

Currency of the option

Total recurring price

The total for the same users and usage, including add-ons you would need.

Billed

Tax in this price

What kind of price is this?

I have confirmed that the option covers the same users, features and usage as my current plan

I have confirmed that the option has the features and integrations I need

One-off switching costs

Leave a cost on Unknown if you don't know it yet. Unknown is never counted as zero. For marketing tools, count the time to export contacts with their consent status, rebuild forms, templates and automations, and reconnect the CRM.

Migration hours

Time for export, setup, testing and training.

Migration hours: Unknown for now

Hourly value

An economic estimate of your team's time, not a payment.

Hourly value: Unknown for now

Implementation costs

Setup or consulting fees you would pay once.

Implementation costs: Unknown for now

Overlap costs

Only the extra cost of paying for both tools at the same time.

Overlap costs: Unknown for now

Other one-off costs

For example an export fee or an early-exit charge.

Other one-off costs: Unknown for now

I have confirmed these costs and any remaining contract obligations

Before You Renew renewal check report

When you outgrow the free tool

Doing this by hand every week?

A free tool is fine for a one-off. If before your marketing tools renew is a weekly job, these take it off your plate.

BeehiivTop pick

Best for newsletter writers selling paid subscriptions

Sounds like you? “Substack takes 10% of every paid subscription I earn.”

Plan that fits: Lite, $49 a month billed yearly ($59 monthly) at up to 1,000 subscribers

Try Beehiiv Read the review

Oneflow

Best for sales and legal teams managing many contracts

Sounds like you? “Contracts get drafted, negotiated and signed in different tools, so nobody knows the current version.”

Plan that fits: Business, €50 a seat a month on an annual contract, from five seats

Try Oneflow Read the review

Adwave

Best for small businesses wanting ads without an ad bill surprise

Sounds like you? “I want ads on phones, TV, search and social without a monthly contract or a bill I cannot cap.”

Plan that fits: Prepaid wallet, no subscription; top-ups from $30 to $50,000

Try Adwave Read the review

Compass

Best for Shopify merchants spending on Meta ads

Sounds like you? “I cannot tell which Meta campaigns turn into real store sales, and Ads Manager reports do not say.”

Plan that fits: One plan, $49/mo or $490/yr, every feature included; 14-day free trial, billed in USD via Shopify

Try Compass Read the review

Picked from our review dossiers: who each tool suits, their problem in their words, and the plan that fits. “Try” buttons are affiliate links: we may earn a commission if you sign up, at no extra cost to you. It never changes our verdict.

Your renewal check

Your next steps

What this comparison includes

Switching costs and payback

Check this first

Sources and dates

Report details

Your inputs

Assumptions

Limitations: see “What this check does not do” at the end of this report.

Page: marketingandsalessoftware.com/tools/renewal-check/

How the check works

The renewal check works on yearly figures. Your current invoice and, if you have one, the renewal quote are each turned into a 12-month equivalent: twelve times a monthly amount, or the yearly amount as it stands, with the monthly share next to it. A higher tier at renewal then shows as its own line instead of being averaged away.

An alternative is compared with the renewal price when you enter one, otherwise with what you pay today. The cost of moving contacts, forms and automations is your estimate of the hours times what an hour is worth to you, plus setup fees, the extra cost of running both tools at the same time and any other one-off cost. A payback period appears only when all of those are known and the alternative is cheaper.

The headline follows fixed rules, not a score: price details that do not line up come first, then a notice date that has passed, then the comparison with an alternative, then unused seats, and finally a notice deadline you have not found yet.

A worked example

Fictional figures. “Email platform” and “Other platform” are not real products.

What was entered

Email platform, what you pay: £320/month — equivalent to £3,840/year (billed monthly)
Renewal quote: £410/month — equivalent to £4,920/year (billed monthly)
Other platform, list price or estimate: £365/month — equivalent to £4,380/year (billed monthly)
Must-haves in the option: Two-way CRM sync (not confirmed yet); 50,000 sends a month (confirmed)
Tax and scope: All amounts exclude tax; same users and usage not confirmed
Migration: 24 hours × £35 an hour (an estimate)
Implementation, overlap, other: unknown, £365, £0

What the check shows

Renewal cost, 12-month equivalent: £4,920/year — equivalent to £410/month
Change at renewal: £1,080/year more than you pay now
Option cost, 12-month equivalent: £4,380/year — equivalent to £365/month
Difference before switching costs: £540/year (£45/month)
Estimated switching costs: unknown
Difference in the first 12 months after switching: unknown
Simple payback in months: unknown

Investigate this option before switching. The alternative costs £45 less per month before switching costs. Some switching costs are unknown, so there is no payback estimate yet. Confirm feature fit and contract obligations before deciding.

Also: Find your notice deadline.

The renewal quote is £1,080 a year more than you pay now, so the check compares the option with the renewal price, not with today's invoice.

If the supplier renews you at what you pay now, the result changes to “Switching does not reduce costs in this comparison”: the alternative then costs £45 more per month. A tier jump at renewal is worth questioning before you compare, for example by asking which contacts count as billable.

What to check before marketing tools renew

Contact tiers

Email and marketing platforms can price on the number of contacts. Ask whether the tier is set by the highest count during the term, which contacts are billable, whether unsubscribed and bounced contacts count, and whether cleaning the list before the renewal date lowers the tier.

Send limits and overages

A plan can include a monthly send limit. Set last quarter's volume against it and ask what happens above it: sending stops, an overage fee is added, or the account moves up a tier by itself.

CRM data and integrations

Moving contacts is only part of the job. Deals, activity history, custom fields, consent records and the CRM sync all need a new home. Ask both suppliers what an export contains and which integrations are included in the price.

Sales seats

Sales and CRM tools can charge per seat on top of the contact tier. Compare paid seats with the people who logged a deal or a call last month, and ask about any minimum.

The renewal quote against today's price

When the renewal quote is higher than your current invoice, enter it as a separate amount. The check then compares an option with the price you would pay after renewing, and shows the increase on its own line.

Marketing and sales tools with extra questions

Pick one of these in step 1 to see its questions next to your figures. The check uses your own invoice total for them and shows no list price.

EngageBay

Check this first:

Priced per user: How many paid seats does the invoice bill, and how many people logged a deal, call or campaign last month?
Is your renewal quote for monthly, yearly or two-year billing?

Read the EngageBay review (opens in a new tab)

noCRM

Check this first:

Priced per user: How many paid seats does the invoice bill, and how many people logged a deal, call or campaign last month?
Annual commitment: Is the plan billed for a full year up front, and by when must you give notice before it renews?
Which plans can you move to at renewal as an existing customer?
If you remove licences, from which date do you stop paying for them?
Is VAT included in the renewal total you were quoted?

Read the noCRM review (opens in a new tab)

What this check does not do

It does not convert currencies. Enter both amounts in the same currency.
It does not give tax advice. Compare amounts that both include tax or both exclude it.
It does not multiply a list price by seats. Minimums, included seats, tiers and add-ons change the bill.
It does not work out a notice deadline from a notice period. Use the date your contract states, or ask your supplier.
It does not rank or recommend products. A list price appears only as a reference line while it is at most 30 days old.
The payback is a simple estimate, not a cash-flow forecast.

Questions about the check

Why is the renewal quote a separate amount?

Because the price you pay now is not always the price after the renewal. A larger contact list or a new tier can raise it. Keeping both lets the check compare an option with the renewal price and show the increase.

How do I enter overage or extra-contact charges?

Add them to the total from the same billing period. If they vary, use the total of your last invoice and ask the supplier for a quote for the next term.

Does the check know which tools have a CRM sync?

No. It does not match features. You type up to three must-haves and confirm each one for the option yourself. An unconfirmed feature stays an open question.

What counts as a switching cost for a marketing tool?

Time to move contacts and consent data, rebuild forms, templates and automations, reconnect integrations, and any month of paying for both tools. Leave a cost on Unknown if you do not know it yet.

Will my supplier hear about this check?

Not from this page. The questions go to your clipboard, and you decide whether to send them from your own mailbox.

Compare software quotes

Vendors quote per seat or per team, per month or per year, with different contract lengths. Put two or three quotes side by side. Nothing you type leaves your browser: there is no form submission and nothing is stored.

Currency

	Quote A	Quote B	Quote C
Vendor or plan
Price
The price is
Per
Seats you need
Contract length
Price rise after year 1% a year, if stated
Cost per seat per year
Total over the contract
Average per seat per year over the contract

“Cost per seat per year” is the first year. The total adds the stated rise once a year after the first twelve months. Contracts of different lengths are compared fairly on the last line. Lower is better, but check what each plan includes and what it renews at.