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A free template for tracking clinic equipment service contracts

Educational only, not legal advice. Your contract's exact wording decides your real deadline.

A clinic with more than one device needs a list, not a drawer of PDFs. The list should show the renewal date, whether the agreement auto-renews, the notice period, the notice-by date, and the warranty end. It should also show enough coverage detail that the next quote can be compared without rereading every contract on the day notice is due.

The table below is a blank template you can copy into a spreadsheet today. One row is marked EXAMPLE so you can see the shape of an entry. That row is made up. It is not a real clinic, not a real vendor, and not a price. Delete it when you add your own equipment. Do not type patient names or treatment dates into any cell.

Copy this table

Example row only: renewal March 1, 2027, minus 90 calendar days, is notice-by December 1, 2026. Your agreements will use other dates. Leave auto-renew blank or mark No when the contract does not renew on its own, and leave the notice-by cell empty in that case.

What each column is for

Location is the clinic site, such as a town or a suite, not a patient room tied to a person. Device is the kind of equipment, plus make and model if you have them. Serial number can live in a notes column if you track it. Do not make the serial number the only name, or the list becomes hard to scan.

Renewal or end is the date the current term ends. Auto-renews is yes or no from the agreement, not from memory of a sales call. Notice days is the period you are prepared to stand behind after reading the clause. Notice-by date is that renewal minus those days, in calendar days. Warranty end is a different date. It can fall inside the service term or after it. Notice method is how the contract says notice has to be delivered.

The free spreadsheet adds the coverage lines clinics argue about: parts, labor, travel, preventive maintenance visits per year, on-site response time, uptime guarantee, loaner, consumables, software updates, and a notes cell for gaps. It also has annual price from your quote, vendor type (the company that made the device, or another service company), PM interval in months, and last PM date. The app imports that file. You do not have to retype the columns if the header row matches.

How to fill a row without guessing

Open the signed agreement. Copy dates as printed, then convert them to year-month-day so a spreadsheet can sort them. If the renewal is "one year from the install date," compute that day and write the source in the notes so someone can audit it. If the notice clause says "three months," decide the day count yourself and write "contract says three months; entered as 90 days" or whatever count you actually chose. Duespan will not convert months. It subtracts the integer you enter, from 0 through 730.

Run the calculator once per row if you are still in a spreadsheet. Enter the renewal and the notice days. Put the resulting notice-by date in the column. If the calculator says the day is a weekend, write "weekend" in the notes and plan to send notice on a weekday before it, unless the contract tells you otherwise. If a reminder date is already past, you have less runway than the 120-day lead the calendar file would have given you. The notice-by date is still the contract's problem. The reminders are only planning.

For preventive maintenance, write the last completed visit and the interval in months. Next due is last visit plus that many calendar months. If the last visit was on the 31st and the next month is shorter, the app uses the last day of that month. A warranty-only row can leave renewal and notice blank and fill warranty end. A contract that does not auto-renew can fill the end date and leave notice-by blank.

From the table to a calendar

A table on a desktop does not tap anyone on the shoulder. Download the .ics file for a single agreement from the calculator, or save the rows in a free Duespan account and download the calendar file for the whole list. For an auto-renewing contract the file has all-day events 120, 90, 60, and 30 days before the notice-by date, plus the notice-by date and the renewal. Warranty end, preventive maintenance, and a non-renewing end use 30 and 7 days before, plus the day itself.

There is no email reminder and no text message. There is no paid plan. The account is free and does not ask for a card. The team-features list on the homepage is a separate signup for news about team features. It is not how reminders are delivered.

Keep the spreadsheet or the app as the backup of the dates, and keep the contract PDF where the clinic already stores files. If an amendment changes the renewal or the notice period, change the row and download the calendar file again.

What not to put in the tracker

Do not put patient information in any column. Do not put a password, a bank account, or a card number. Do not put a price you do not have a quote for. An empty price cell is better than a guessed one. Do not mark a coverage line "included" because last year's invoice was quiet. Mark it from the current agreement.

If you have two locations, use two location names and one table, or one account with both locations. The point is a single notice-by list sorted by date, so the earliest deadline is obvious. The app's due list is that sort. The template is the same information before you create the account, or beside it if you want a file in Excel, Google Sheets, or Numbers.

Questions managers ask

Is this template a quote or a legal form?

No. It is a blank list for dates and coverage you copy from your own agreements. The example row is made up. It is not a vendor and not a price.

How is the notice-by column filled in?

Subtract the notice period in calendar days from the renewal date. The calculator does that for one agreement. The app does it for each auto-renewing contract you save. A contract that does not auto-renew has no notice-by date.

Where is the full spreadsheet?

The homepage has a free .xlsx and a free CSV with the coverage columns, the notice method, PM interval, last PM, and warranty end. The app imports those columns.

More guides

• How auto-renewal notice periods work
• Warranty vs. service contract
• Checklist before a contract renews
• Cancel or renegotiate a maintenance agreement