Recurring maintenance agreement renewal requires manual tracking of contract expiry dates, customer contact verification, and payment monitoring across multiple systems. Staff spend hours each week checking spreadsheets, sending emails, and following up on unpaid renewals.
Automation monitors all active agreements daily, identifies contracts approaching renewal, sends personalized notices automatically, and tracks payment status in real time. Churn risk customers are flagged for sales intervention without manual intervention.
The full workflow, from trigger to completion.
The automation runs daily at 6 AM to scan all active contracts in the master database and identify those expiring within 30 days or with overdue payments.
The automation retrieves contract details, customer contact information, and payment history and in a single batch query.
The automation reviews each contract to confirm the customer is active, contact details are valid, and no recent renewal notice has been sent. Contracts flagged for issues are logged separately.
For eligible contracts, a personalised renewal email is generated and sent automatically, including contract terms, renewal date, and a payment link.
The automation queries to confirm whether payment has been received within 7 days of the renewal notice. Paid contracts are marked as renewed; unpaid contracts trigger a follow-up sequence.
If payment is not received after 7 days, a follow-up email is sent automatically. If payment is still pending after 14 days, a alert is sent to the operations manager for manual intervention.
Once payment is confirmed or the customer declines, contract status, renewal date, and next payment due date are updated automatically and.
Customers who do not renew or do not respond after 14 days are automatically tagged as churn risk, triggering a sales team workflow.
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