SuppliaSupplier Register & Contract-Renewal Tracker
Self-hosted supplier & contract register — renewal alerts, expiry warnings, committed spend by category.
No sign-up, no password — the demo opens already signed in, on sample data.
- Full PHP source included
- Instant download + licence key
- It never phones home
- Compare vs SaaS pricing →
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
Upload the signed PDF onto the contract record — checked by the file's bytes, capped at 10 MB, served only to signed-in staff — so the renewal alert and the document it is about are finally in one place.
Contract end dates and notice deadlines as a token-guarded .ics feed your calendar polls — the URL is the credential, stored hashed, revocable the moment it should stop existing, and it carries no values or contact details.
Organise suppliers by category — IT & Software, Facilities, Professional, Supplies, Logistics, Marketing, Utilities — each with contact, status, and notes.
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.
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.
Upcoming renewals and expiring or expired contracts surface in configurable 60/30/7-day windows, all computed exactly and DST-safe.
Total committed contract value rolled up by category, summed in PHP as integer cents — never a lossy SQL SUM — so the figure always reconciles.
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.
Add it to a phone or tablet home screen straight from the browser — a full-screen app served from your own server, with no app store involved. Business data is never cached offline, so what you see is always live.
Supplia 2.0 adds the 2.0 owner layer. Upgrade by replacing the files — the database migrates itself, and it is still the same one-time purchase.
- REST API with an OpenAPI spec and signed webhooks
- Two-factor sign-in (TOTP)
- Email notifications through your own SMTP
- CSV import with a mandatory dry run
- One-click backups
- Dark mode
Over one MCP route an assistant can list suppliers, read a full vendor file, check document expiry and roll up spend — writing exists too and says so in its own description, and a viewer cannot reach a writing tool through the API or MCP.
- Roles with email invitations and a last-admin guard
- Append-only audit trail across browser, API and agent
- Printable PDFs
- Your logo and colours throughout
- Scheduled backups with a guided dry-run restore
- Optional single sign-on (OIDC)
The 3.1 wave gave the catalogue a way to reach the other side of the transaction: counterparty email through your own SMTP server, calendar feeds your own calendar subscribes to, attachments filed where the paperwork belongs, and export presets other people's software imports. Every outbound path ships switched off, runs on your own credentials, and can never break the thing that triggered it. What this app gained is listed at the top of this section.
Pricing — one-time, yours forever
- ✔ Full source included — PHP you can read and change
- ✔ No subscription. One payment, yours forever
- ✔ It never phones home
- ✔ Your data stays on your server
Which licence do I need?
It comes down to how many installations you need. Running your own business on one site is the Single licence. Building or running sites for other people — a second domain of your own, or an installation a client keeps — is the Extended licence.
Single licence
One (1) domain or subdomain
One business, running it on one site.
- Install it on one domain or subdomain you own or operate
- Change the source however you like for that installation
- Run your own business on it commercially, client work included
- Re-download the current build any time from your buyer portal
- A second site, or an installation you hand to a client as theirs, needs the Extended licence
- No reselling, redistributing or sublicensing the source
- Not for offering it to other people as a hosted service
Extended licence
Unlimited sites you own or operate
Agencies, and anyone running it on more than one site.
- Everything the Single licence grants
- Install it on as many domains as you own or operate — no cap on the number
- Build and hand over one installation per client project
- Still no reselling or redistributing the source itself
- Running it as a multi-tenant service others sign up for needs a SaaS agreement
Every download carries the full terms as LICENSE.txt, and the licence you bought is
named on your order and in your buyer portal. The complete wording lives on the
terms page, and the live demo is free for as long
as it takes to decide.
No reviews yet — so here is what we offer instead. Every competitor price on our comparison pages is source-linked and dated, and when a vendor’s price won’t load we say so rather than guess. See the sources for yourself →
Honest limitations
What it does not do — written down before you buy, and kept true on purpose.
- Single-tenant: one company per installation.
- Not a contract-lifecycle suite: no redlining, versioning, approval routing, clause library or e-signature. It files the signed thing and watches the dates around it.
- No accounting or payment integration; values and payment terms are recorded text and numbers.
- Cross-currency contract values are never summed — the value currency is one business-wide display setting.
- Uploaded documents live on your own server: type decided by the file's bytes, generated filename, 10 MB cap, served only through a permission-checked route.
- The calendar feed's URL is its credential: stored hashed, revocable, carrying no contact details and no contract values.
2-minute web installer, plain PHP 8 + MySQL (or SQLite for a trial), no Composer or build step — Docker image included.
Covered in these guides
The limitation-smash release: your tools now write to the people they serve — client emails through your own SMTP, calendar feeds, attachments, export presets — every one of them off until you switch it on.
Two of the three leading contract tools will not publish a price at all. The third starts at $499 a month. Here is what renewal tracking actually needs, priced from each vendor's own page and dated.
Questions about Supplia
Does Supplia store my contract documents?
Yes — the signed contract uploads onto its own record (type decided by the file's bytes, 10 MB cap, served only through a permission-checked route), so the alert about a renewal and the document it concerns live together.
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.