Renewal and contract expiry management involves tracking contracts nearing expiration, identifying renewal opportunities, and executing outreach to customers. Manual tracking across spreadsheets and email creates delays, missed renewals, and inconsistent follow-up.
Automation monitors contract expiry dates, retrieves customer details, generates personalized renewal emails, and logs all activity automatically. The sales team receives alerts when responses arrive and focuses only on closing deals.
The full workflow, from trigger to completion.
The automation platform monitors for contracts with expiry dates falling within the renewal window (60 to 90 days before end date). A trigger fires daily or weekly to identify new renewal candidates.
The automation retrieves the customer name, contact email, contract value, renewal terms, and any recent communication history. This data is enriched and prepared for the outreach email.
A templated renewal email is automatically generated with customer-specific details (name, contract end date, renewal terms) and sent. The email is personalized without manual drafting.
The outreach email is automatically logged as a task or activity, with the send date, recipient, and a scheduled follow-up date set automatically.
The automation monitors the customer's email account ( integration) for replies to the renewal email. If a reply is detected, the automation flags it and notifies the sales team.
If a reply is detected, the process moves to manual review. If no reply arrives within 7 days, the automation triggers a follow-up sequence.
If no response is detected after 7 days, a second renewal email is automatically sent with a slightly different message and a call-to-action to schedule a renewal conversation.
A notification is sent to the sales team with a summary of the renewal status, including customer name, contract end date, and next steps. The team can then take manual action if needed.
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