Standing service it-renewals-calendar-kept-true-every-month · revised 12 October 2026
Standing service
Keep your renewals calendar true every month, with an owner and a tested reminder
Each month we update your renewals register from the new invoices and emails you send, check owners and backups are still on your staff list, test one reminder and list renewals due in 90 days.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
A renewals register goes stale as soon as something is bought, cancelled or handed to a new owner. The reminder then goes to a person who has left, which is how renewals lapse.
Who it’s for: Office manager or owner who has a renewals register and wants it kept true as things are bought, renewed and cancelled.
Usually starts when: The register was built once, and a new subscription and a changed owner have appeared since.
The result: Every month you receive an updated register with new, changed and removed items marked, the renewals due in the next 90 days and a check that each owner and backup is still on your staff list. A test reminder set by your admin reaches the owner and backup of one item. Nothing is renewed by us.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each report is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- Every renewal in the register has a source document, an expiry date, an owner and a backup who are both still on the staff list, or is listed as unknown
- Every renewal due in the next 90 days is on the due list
What we watch
- The month's invoices and renewal emails that you send
- Registrar and certificate exports where you provide them
- The current staff list
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the new documents have been sent. | We update the register and send the change list and the 90-day due list. |
| An owner or backup is no longer on the staff list. | We list the item first in the summary and ask you who takes it over. |
| A renewal falls due in under 30 days. | We list it first in the summary for the owner and backup you named. |
| A document gives no usable date. | We list the item as unknown with the reason and do not guess. |
We do on our own
- Read the documents and update the register
- Update the calendar file
- Prepare the summary
We ask you first
- Any new owner or backup
- Adding an item that has no document
- Sending anything to anyone but the person who receives the summary
We escalate to you when
- A renewal in the register has already lapsed
- The same item is unknown two months running
- A reminder is not confirmed by the owner or backup
How you know it held. Each month you can check any 20 items against their documents, and the summary says how many items were added, changed, removed and unknown.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Put your renewals on one calendar with an owner and a reminder that reached them Job Optional
Up to 60 renewals (domains, certificates, software, warranties, contract end dates) on one calendar, each with a source, owner and backup, and one tested reminder. Unknown dates are listed.
Bought separately; not part of the monthly fee
The one-off register this service keeps true.
What is included, and what is not
- The updated register
- A change-since-last-month list
- The 90-day due list
- The reminder-test record
Included
- A register of up to 60 renewals that already exists
- The month's new invoices and renewal emails you send
- A staff list of names and work emails to check owners against
- A 90-day due list with owner and backup
- A monthly test reminder, set by your admin, for one item's owner and backup
Not included
- Renewing or cancelling anything
- Advice on whether to renew
- Contacting vendors
- Notice clauses quoted from contracts (see the contract key dates job)
- Out-of-hours cover or a response time
What you get to see
The customer deliverable is the running result and its evidence, not a pull request. The pull request stays an internal record.
- Request. Your request, as we understood it
- Agreed checks. The agreed checks that define done
- Test results. Test results against each check
- Independent review. An independent review and what it found
- Known limits. What it does not cover
- Acceptance. Your accept or change request
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month every register item has a source, an expiry date, an owner and a backup still on the staff list, or is listed as unknown with a reason.
Evidence: The register and the unknown list.
The test reminder reaches both the owner and the backup of the chosen item and both confirm it.
Evidence: The two confirmations.
A 20-item check chosen by your owner, against the original documents, finds every date correct.
Evidence: Your marked sample.
Sign-off. Your named owner reads each report and says whether the rules still suit you. A month counts as delivered when you have received the report and the summary.
If it fails. If we cannot run a month because an export is missing or has changed, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- A register exists, bought from us as the one-off job or held by you
- You send new invoices and renewal emails each month
- A named owner and backup exist for each item
- Contract notice periods are taken from your documents, not inferred
We stop and tell you if
- Most items have no document showing a date
- You want us to renew or negotiate
- The owners refuse reminders
What could go wrong
The service only reads and reports, so there is nothing to undo. Ending it leaves your systems exactly as they are; you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A new document is read wrongly and a date is wrong. | Every changed date shows its source line, and a 20-item re-check compares dates with the originals. |
| Reminders go to someone who ignores them. | The test reminder must be confirmed by both people each month, and a miss is reported. |
| A contract notice period is misread. | Dates are stated as the document states them and anything needing interpretation is flagged, not resolved. |
A separate automated reviewer checks every report against the agreed test before it is sent. No person on our side reviews unless your agreement names one. Your named owner decides what to do with each finding.
Stays with a person
- Your named owner decides what to do with every finding
- You make every change in your own systems
Access we would need
- Redacted, synthetic or exported files that you send each month
- No logins, no admin roles and no live-system access
Questions
Do you renew things for me?
No. You renew. We keep the register true, and your calendar reminds the people you name.
Will you warn me between monthly runs?
We publish no response time and send nothing between runs. Your calendar sends the reminders on the dates in the register.
Do we need the one-off register first?
Yes, or a register of your own in the same shape.
Also part of
Send an enquiry
Send us
- The register or a list of the items it holds
- Who gets renewal emails today
- Which items you most fear lapsing
Later, once you agree
- The current register, sent back to us each month
- Each month: new invoices and renewal emails, with card numbers removed
- The current staff list with names and work emails only
- A named admin who sets the monthly test reminder in the calendar
You keep your systems and your files. We work on redacted or synthetic copies, or on exports you run yourself, and we hold no admin access between runs. Before any real personal data is shared, the written agreement names the model provider, its country and how long it keeps data, or the work runs on your own provider account.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “it-renewals-calendar-kept-true-every-month” as the subject.