“Contract Renewal Urgency Report”
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Which contracts are expiring soon and need renewal?

Contract Renewal Urgency Report

Built from: Autotask PSA
How this report was made
1
Autotask PSA
Multiple data sources combined
2
Proxuma Power BI
Pre-built MSP semantic model, 50+ measures
3
AI via MCP
Claude or ChatGPT writes DAX queries, executes them, formats output
4
This Report
KPIs, breakdowns, trends, recommendations
Ready in < 15 min
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Contract Renewal Urgency Report

This report provides a detailed breakdown of contract renewal urgency report for managed service providers.

The data covers the full scope of Autotask PSA records relevant to this analysis, broken down by the key dimensions your team needs for day-to-day decisions and client reporting.

Who should use this: Account managers, finance teams, and MSP owners managing renewals

How often: Monthly for pipeline review, 90 days before expiry for renewal preparation

Time saved
Tracking contract dates across hundreds of clients in spreadsheets is error-prone. This report automates it.
Revenue protection
Missed renewals mean lost revenue. This report ensures every expiring contract gets attention.
Negotiation prep
Contract value, history, and service data in one view for informed renewal conversations.
Report categoryContract Management
Data sourceAutotask PSA · Datto RMM · Datto Backup · Microsoft 365 · SmileBack · HubSpot · IT Glue
RefreshReal-time via Power BI
Generation timeUnder 15 minutes
AI requiredClaude, ChatGPT or Copilot
AudienceAccount managers, finance teams
Where to find this in Proxuma
Power BI › Contracts › Contract Renewal Urgency Report
What you can measure in this report
Renewal Summary
Urgency Timeline: Contracts by Expiry Window
Contracts Expiring in the Next 90 Days
Key Findings
Frequently Asked Questions
Expiring in 30 Days
Expiring in 90 Days
Expiring in 180 Days
Total Active Contracts
Proxuma Power BI Reports
Contract Renewal Urgency Report
Generated
March 18, 2026
PSA Data
Contract Renewal Urgency Report
Active contracts sorted by days to expiration — with critical, warning, and watch urgency bands. Generated from live Autotask PSA data against 1,377 active contracts as of March 18, 2026.
Demo Report: This report uses synthetic data based on realistic MSP patterns. All client names are anonymized. Your live report connects directly to your Autotask environment.
01 Renewal Summary
Expiring in 30 Days
22
Critical — act now
Expiring in 90 Days
60
Warning — schedule calls
Expiring in 180 Days
112
Watch — plan outreach
Total Active Contracts
1,377
Across all contract types
View DAX Query — Contract Expiry KPIs 
EVALUATE
ROW(
    "Expiring_30d", CALCULATE(
        COUNTROWS('Contracts'),
        'Contracts'[Status] = "Active",
        DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) <= 30,
        DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) >= 0
    ),
    "Expiring_90d", CALCULATE(
        COUNTROWS('Contracts'),
        'Contracts'[Status] = "Active",
        DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) <= 90,
        DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) >= 0
    ),
    "Expiring_180d", CALCULATE(
        COUNTROWS('Contracts'),
        'Contracts'[Status] = "Active",
        DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) <= 180,
        DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) >= 0
    ),
    "Total_Active", CALCULATE(
        COUNTROWS('Contracts'),
        'Contracts'[Status] = "Active"
    )
)
02 Urgency Timeline: Contracts by Expiry Window
22
Critical: Expiring within 30 days
These contracts need immediate attention. Renewal conversations should already be underway.
Critical
31-60d
Expiring in 31-60 days
Schedule renewal calls this week. Clients in this window are starting to evaluate options.
25 contracts
Warning
61-90d
Expiring in 61-90 days
Good time to send a proactive renewal package or propose a multi-year discount.
13 contracts
Warning
91-180d
Expiring in 91-180 days
Opportunity window. Address service issues, propose expansions, lock in pricing before market rates change.
52 contracts
Watch
StatusCount% of Total
Active1,37772.9%
Inactive51227.1%
View DAX Query — Contracts by Expiry Window 
EVALUATE SUMMARIZECOLUMNS('BI_Autotask_Contracts'[contract_status_name], "ContractCount", COUNTROWS('BI_Autotask_Contracts'))
03 Contracts Expiring in the Next 90 Days

The following contracts expire before June 18, 2026. This is the action list for your account management team.

Contract Name Type Expiry Date Days Left Urgency
Establish-619 Block Hours Mar 31, 2026 13 Critical
National-334 Recurring Service Mar 31, 2026 13 Critical
Lawyer-911 Recurring Service Mar 31, 2026 13 Critical
Your-864 T&M Mar 31, 2026 13 Critical
Part-398 T&M Mar 31, 2026 13 Critical
Tax-465 T&M Mar 31, 2026 13 Critical
Answer-745 T&M Mar 31, 2026 13 Critical
Night-142 T&M Mar 31, 2026 13 Critical
Prove-683 Recurring Service Mar 31, 2026 13 Critical
Million-827 T&M Mar 31, 2026 13 Critical
Get-322 Recurring Service Apr 1, 2026 14 Critical
True-495 Recurring Service Apr 30, 2026 43 Warning
Carry-925 Recurring Service May 31, 2026 74 Warning
Establish-754 Block Hours Jun 15, 2026 89 Warning
View DAX Query — Specific Expiring Contracts 
EVALUATE
SELECTCOLUMNS(
    FILTER(
        'Contracts',
        'Contracts'[Status] = "Active"
            && DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) >= 0
            && DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY) <= 90
    ),
    "Contract", 'Contracts'[ContractName],
    "Type", 'Contracts'[ContractType],
    "Client", 'Contracts'[AccountName],
    "EndDate", 'Contracts'[EndDate],
    "DaysLeft", DATEDIFF(TODAY(), 'Contracts'[EndDate], DAY)
)
ORDER BY [DaysLeft] ASC
04 Key Findings

The 30-day window is already tight. Ten contracts expire on March 31 — 13 days from the report date. If renewal conversations have not started for these accounts, the options are limited. A rapid outreach campaign is needed, but rushing a client into a renewal discussion rarely results in a better contract. The goal at this stage is to confirm intent and buy time for a proper renegotiation.

T&M contracts dominate the critical list. Seven of the ten contracts expiring March 31 are Time & Materials contracts. These tend to be lower-commitment engagements, which also means the client has less friction moving away. Converting expiring T&M contracts to recurring service agreements is a revenue-stabilization move worth pursuing during any renewal conversation.

Recurring Service contracts carry the highest risk. Contracts like National-334, Lawyer-911, and Prove-683 are Recurring Service contracts, meaning they represent predictable monthly revenue. Each one that lapses without renewal creates a direct impact on the monthly run rate. The renewal conversation here needs to start with a service review, not a price sheet.

The 90-day window gives breathing room. Contracts expiring between April and June 2026 include a mix of types. This is the window where MSPs with a structured renewal process win. A proactive call at 90 days, followed by a written proposal at 60 days and a follow-up at 30, converts at a significantly higher rate than a last-minute outreach.

8.1% of contracts expire within 180 days. That figure (112 of 1,377 active contracts) is worth tracking as a percentage over time. If it trends upward, the contract base is aging. If it trends downward, renewal processes are working.

05 Frequently Asked Questions
How does Proxuma Power BI identify expiring contracts?

The report queries the Contracts table in your Autotask PSA data model via Power BI. It calculates DATEDIFF between today's date and each contract's EndDate, then groups results by urgency window (30, 60, 90, and 180 days). Only contracts with Status = "Active" are included. Expired or cancelled contracts are excluded.

Why are so many T&M contracts in the critical list?

Time and Materials contracts typically have shorter fixed terms than recurring service agreements. They're often set up for a specific project or trial period, which means end dates cluster more often. MSPs using T&M contracts as an entry point for new clients should track these closely and use expiration as a conversion opportunity: propose a recurring service agreement that locks in predictable support at a defined price point.

Can this report trigger automated renewal alerts?

The report itself provides visibility. For automated alerts, Autotask's built-in notification system can be configured to email account managers at 90, 60, and 30-day thresholds. Alternatively, Power Automate can watch the Power BI dataset and send Teams notifications when contracts cross urgency thresholds. Proxuma can configure both approaches as part of a workflow setup.

What's the best renewal conversation strategy for a 13-day window?

At 13 days, the goal is not negotiation. It's continuity. Call the client directly, confirm they want to continue service, and process a short-term extension if a full renewal discussion needs more time. A 30 or 60-day extension preserves the relationship while giving both sides time for a proper renegotiation. Never let a contract lapse on a technicality when the client intends to continue.

Proxuma Power BI Report — Demo Data
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