Contract Renewal Reminder System
A done-for-you everyday business automation built for the Operations Coordinator, connecting Slack, Airtable, and Google Calendar so the work below happens on its own.
What this automation does, step by step
Every vendor and service contract gets logged into an Airtable database with its renewal date, auto-renewal terms, and contract owner, and 60 days before any contract renews or expires, the owner automatically gets a Slack reminder and calendar task to review pricing and decide whether to renew, renegotiate, or cancel.
If no action is taken within two weeks, the reminder automatically escalates to that person's manager so a contract never silently auto-renews at last year's price, or worse, lapses on a service the business actually depends on.
A rolling 90-day view of upcoming renewals gets shared with finance every Monday so contract spend is always visible ahead of budgeting conversations.
This alone has saved companies from multiple accidental multi-year auto-renewals they didn't mean to commit to.
- Zapier or Make.com
- Airtable
- Slack
- Google Calendar
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Left unautomated, an operations coordinator spends hours on the parts of this job that don't require judgment: copying data, sending reminders, and tracking status by hand. Over a month, those small manual steps add up to a significant amount of lost time.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
Often built alongside this one
Contract E-Signature Chase Sequence
Once a contract goes out for signature through DocuSign, the system tracks whether the recipient has opened it, and if it sits unsigned past 48…
Contract Expiration Alert & Renewal Trigger
Every signed contract stored in DocuSign carries its term length and expiration date, and 120 days before that date arrives, Zapier automatically…
SMS Opt-In Compliance Tracking
Every time a contact opts into SMS marketing, whether through a website form, a point-of-sale prompt, or a reply keyword, Twilio logs the exact…
Safety Training Compliance Tracking
Every employee's required safety certifications, from OSHA basics to equipment-specific training, get tracked with expiration dates in an Airtable…
Vendor W-9 and Insurance Certificate Collection
Before any new vendor gets set up for payment in Bill.com, they automatically receive a PandaDoc request for a signed W-9 and a current certificate…
Software License Renewal Tracking and Alerts
Every software license the company owns, from design tools to project management platforms, is logged in an Airtable base with its renewal date…