Stop chasing late payments
“I spend hours every week looking through Quickbooks and emailing clients who haven't paid their invoices.”
Operations
Track SAM.gov expirations and compliance renewals automatically
“We missed our SAM.gov renewal date and lost eligibility to bid on active government contracts.”
The short answer
Set up automated 90, 60, and 30-day compliance alerts for SAM.gov entity registrations and certification renewals using free webhook automations and calendar sync. Government vendor records lapse every 12 months, and once inactive, federal agencies cannot legally award contracts or disburse funds to your UEI until renewed. A simple automated tracker monitors expiration dates in a table and fires Slack or SMS notifications to your operations team before deadlines.
- ~4 hours/week back (estimated)
- 30 minutes to set up
- Easy difficulty
How we estimated that: Assumes ~4 hours a week across contract managers manually auditing subcontractor SAM.gov records, preventing contract award freezes. This is a model, not a measurement — check it against your own numbers, because if the assumption does not match your business the figure will not either.
What you'll need
- Airtable free tier leanest paid option
Stores expiration dates, entity UEIs, and fires date-based automated email or webhook alerts.
Free until: Free plan includes 1,000 records per base and up to 5 editors.
Watch the pricing: Team plan starts at $20/user/mo billed annually ($24/mo monthly).
Pricing checked 2026-08-02 — source. - Make free tier
Connects calendar reminders to Slack, SMS, or compliance manager inboxes on a 30-day cron schedule.
Free until: Free plan includes 1,000 operations/month.
Watch the pricing: Core tier starts at $9/mo billed annually ($10.59/mo monthly) for 10,000 operations.
Pricing checked 2026-08-02 — source.
We are not paid by any tool listed here. If a cheaper or better option exists, that's what you'll see.
Pricing above was checked on 2026-08-02. Vendors change their terms without notice, and free tiers do get withdrawn. We take no money from any vendor listed here. If something on this page is out of date, tell us and we will correct it.
How to set it up
- Create an Entity Compliance Log in Airtable or Google Sheets
Create a table with columns for Legal Entity Name, Unique Entity ID (UEI), CAGE Code, Primary Point of Contact, and Current SAM.gov Expiration Date.
- Calculate Automated Expiration Milestone Formulas
Add formula fields calculating 90-day, 60-day, and 30-day countdown thresholds (e.g., DATETIME_DIFF({Expiration Date}, TODAY(), 'days')).
- Configure Webhook or Email Notification Automation
Trigger an automated notification when the countdown enters the 90-day window, reminding the compliance officer to initiate notarized entity administrator letters if banking or leadership changed.
- Set Up Multi-Channel Escalation Alerts
Route final 30-day escalation alerts to executive Slack channels or SMS so renewals are never blocked by an out-of-office inbox.
Common questions
- How often does a SAM.gov registration expire?
- SAM.gov entity registrations must be renewed every 12 months to remain active for federal contract bidding and grant awards.
- Does SAM.gov charge any fee for renewal?
- No. SAM.gov registration and annual renewal is free through the federal government. Never pay third-party registration services that claim mandatory filing fees.
- Can we track multiple subcontractor UEIs in the same base?
- Yes. A single base can track dozens of partner UEIs, CAGE codes, and insurance certificate expirations with automated reminders sent directly to each subcontractor contact.
Last reviewed 2026-08-04. Tools change — if something here is out of date, tell us and we'll fix it.
Related fixes
Collect client intake forms before they arrive
“Clients show up, spend 15 minutes filling out paper clipboards in the waiting room, and it throws off the whole schedule.”
Got a different problem?
Using 3+ disconnected tools?
Stop duct-taping your business together. Book a Discovery Session — if we can't find you four hours a week, we refund the fee and you keep everything we found.