Contract Expiring in 2026? Start Planning Now

January is often seen as a planning month. But if your firm has vendor contracts expiring later this year, it’s not just a time to set goals; it’s your best window to act.

Waiting until a contract’s final 90 days to evaluate your options leaves the firm vulnerable to rushed decisions, reduced leverage, and missed opportunities. We’ve seen too many firms scramble when they could have steered. Starting now can make the difference between a smooth transition and another cycle of underperformance.

Why January Matters More Than You Think

Most vendor agreements have expiration dates that feel far off until they’re suddenly not. Whether your records storage deal ends in June or your office services contract runs through December, January is when the strategic work begins:

• Review vendor performance

• Assess whether the firm's needs have shifted

• Identify internal stakeholders and approval timelines

• Prep for a competitive RFP or informed renegotiation

This lead time gives your team space to make clear-eyed decisions, not just convenient ones.

The Hidden Cost of Last-Minute Renewals

When deadlines loom and planning hasn’t happened, the default becomes renewal, often with outdated pricing, vague service terms, or a vendor who’s underdelivering. These last-minute extensions can lock your firm into another multi-year cycle with no real upside.

Early action lets you approach renewals (or replacements) with leverage, insight, and options.

Are You Leaving Money or Performance on the Table?

Contracts are performance tools, not paperwork. Ask yourself:

• Are invoices consistent with agreed rates?

• Is service quality stable across offices?

• Are staffing levels aligned with today’s volume?

A well-timed review often uncovers scope creep, rate drift, or gaps in vendor accountability. That insight fuels either a more effective RFP or a better-aligned renegotiation.

What to Evaluate First

Start with these core areas:

• Invoicing accuracy and rate adherence

• Service quality and responsiveness

• Reporting consistency and vendor accountability

• Alignment between contract terms and operational reality

This isn’t about vendor hunting, it’s about reclaiming control over outcomes.

Reducing Risk Through Early Transition Planning

If a vendor change is the right move, early planning minimizes disruption. Transitions take time, and poor execution can affect attorney satisfaction, internal processes, and even client service.

Smart transitions include:

• Clear internal communications

• Phased implementation where needed

• Vendor onboarding with performance tracking baked in

None of that’s possible without a runway. January gives you that.

Real Case Insight: Using Lead Time to Drive Cost and Service Gains

In one recent engagement, a 500-attorney Am Law 200 firm engaged Mattern 10 months ahead of their multi-site outsourcing contract expiration. The early start allowed us to benchmark current costs, conduct a performance audit, and identify service inconsistencies across locations. We structured a competitive RFP, managed the transition to a new provider, and negotiated stronger SLAs tied to real accountability. The result: a 23% reduction in total spend and a measurable improvement in service responsiveness with zero operational disruption. That outcome was only possible because the firm started early.

The Mattern Perspective

Contract renewals should never be automatic. Done right, they’re a strategic opportunity to improve performance, reduce cost, and align vendor services with your firm’s evolving needs.

If you have contracts expiring in 2026, don’t wait. January is the time to act. Reach out to info@matternassoc.com to take the first step.