Supplia — Supplier Register & Contract-Renewal Tracker (PHP + MySQL, Self-Hosted)
Self-hosted supplier & contract register — renewal alerts, expiry warnings, committed spend by category.
The problem it solves
Most small businesses can't answer two simple questions on the spot: who are all our suppliers, and which contract renews or expires next? The answer is scattered across inboxes and a spreadsheet nobody maintains — so an auto-renewal you meant to cancel rolls over, or a contract lapses at the worst possible moment. Procurement SaaS solves this, then bills every month for what is fundamentally a register with a calendar.
- Auto-renewals that roll over because nobody was watching the date
- Contracts that lapse because the reminder lived in one person's head
- A monthly subscription for what is a supplier list and a set of dates
What you get
Vendors by category
Organise suppliers by category — IT & Software, Facilities, Professional, Supplies, Logistics, Marketing, Utilities — each with contact, status, and notes.
Contracts per vendor
Track each contract's start, end, and renewal dates, its value in exact cents, payment terms, an auto-renew flag, and a document reference or link — with no file-upload surface.
Status that can't go stale
Every contract's status — Active, Expiring, Expired, or Closed — is derived from its end date versus today, so it is always current without anyone touching it.
Date-math alert board
Upcoming renewals and expiring or expired contracts surface in configurable 60/30/7-day windows, all computed exactly and DST-safe.
Committed spend by category
Total committed contract value rolled up by category, summed in PHP as integer cents — never a lossy SQL SUM — so the figure always reconciles.
Per-vendor PDF + hardened CSV
A dependency-free PDF summary of any vendor's full contract list, plus a formula-injection-hardened CSV export of all contracts or a single vendor's.
Pricing — one-time, yours forever
Available soon — get notified
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Screenshots
Honest limitations
- A contract document is a reference or link, not an upload — there is no file-serving surface
- No electronic signatures and no approval workflow — it is a register and a reminder, not a contract-lifecycle-management suite
- Records values and terms only — no payment processing and no invoicing
- Single-tenant: one organisation, one admin login per installation
2-minute web installer, plain PHP 8 + MySQL (or SQLite for a trial), no Composer or build step — Docker image included.
Frequently asked questions
Does Supplia store my contract documents?
No — a contract's document is recorded as a reference or a link, never an uploaded file. That keeps it a pure register with no file-serving surface to secure.
How are the renewal alerts calculated?
By exact date math in PHP, DST-safe, comparing each contract's renewal and end dates to today across configurable 60/30/7-day windows — nothing is cached to go stale.
Does it pay suppliers or process invoices?
No — it records suppliers, contract values, and dates, and reminds you before they renew or expire. It moves no money and has zero payment surface.
MySQL or SQLite?
Either — SQLite for a zero-config trial, MySQL/MariaDB for production on ordinary shared hosting.
What if the developer disappears?
You get the full PHP source and your register lives in one database you own — nothing phones home, nothing expires.