Contract renewal alerts

A daily automation that finds the contracts coming due & emails the account owner ahead of time, built from one request & a spreadsheet.

Use case

We need to know when service contracts are about to expire. We keep missing renewal dates and finding out from the client, which is embarrassing.

What Chip asked

Chip asked two questions, both about side effects, the things it can't reverse. The first was where the contracts live today & whether it should import them; the answer was "I've got a spreadsheet, I'll send it over." The second: "Who should the reminder reach, and how far ahead?" The answer: "The account owner. A month is probably right, maybe also a nudge at a week."

"Probably right" is a decision Chip has to make & record, so it chose those two warning points & wrote down why. It decided the rest without asking: a daily run each morning in your timezone & a start as a draft.

What got built

• A contracts table. One row per contract, imported from the spreadsheet, that remembers which warnings have gone out so nobody is nagged twice.
• A daily automation. Every morning it finds the contracts coming due, skips any already warned & emails the account owner.
• A contracts list sorted by end date, soonest first, with filters on status & owner.
• Documents that explain it, including why those warning points & how to change them.

Before switching it on, Chip rehearsed it against the real contracts with sending switched off, then activated it.

How it runs now. Every morning the account owner hears about each contract a month out & again a week out. Nobody finds out from the client. Change the timing, the recipient or the channel with one more sentence.

Try it

Paste this into Build, spreadsheet in hand:

We keep missing service contract renewal dates. Warn the account owner a month before each contract ends, with a second nudge a week out. I have the contracts in a spreadsheet.