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Contract Renewal Tracker

Example prompt: "Every Monday morning, check our contracts tracker in Google Sheets for any contracts expiring in the next 60 days. For each one, message the contract owner on Slack with the vendor name, expiry date, and renewal terms. If anything expires within 14 days and hasn't been flagged as renewed, also send me an email."

The Problem

Businesses accumulate dozens of vendor contracts, software licences, and service agreements — each with its own renewal date, notice period, and auto-renewal clause. When a renewal deadline slips past unnoticed, the consequences range from an unwanted auto-renewal at last year's price to a lapsed service that disrupts operations. Legal and operations teams often track these in spreadsheets, but manual reviews are easy to skip during busy weeks.

How GloriaMundo Solves It

We build a scheduled workflow that checks your contract register every Monday. An integration step reads your Google Sheets tracker and a code step filters for contracts expiring within the next 60 days. For each upcoming expiry, an LLM step drafts a clear reminder including the vendor name, current terms, and what action is needed. Integration steps route these to the right contract owner via Slack. For urgent renewals — anything within 14 days that has not been marked as addressed — a separate notification goes to the legal lead via email. Glass Box preview lets you review every message before it sends, so nothing goes out that should not.

Example Workflow Steps

  1. Trigger (scheduled): Runs every Monday at 9:00am.
  2. Step 1 (integration): Read contract register from Google Sheets, pulling all active contracts with expiry dates.
  3. Step 2 (code): Filter for contracts expiring within 60 days, calculate days remaining, and flag any within 14 days that are not marked as renewed.
  4. Step 3 (LLM): Draft a renewal reminder for each contract, including vendor name, expiry date, notice period, and recommended action.
  5. Step 4 (integration): Send each reminder to the assigned contract owner via Slack direct message.
  6. Step 5 (conditional): If any contracts are within 14 days and still outstanding, proceed to escalation.
  7. Step 6 (integration): Send an escalation email to the legal lead listing urgent renewals.

Integrations Used

  • Google Sheets — contract register with expiry dates, renewal terms, and assigned owners
  • Slack — individual reminders to contract owners
  • Gmail — escalation emails for urgent renewals

Who This Is For

Legal operations managers, office managers, or procurement leads at companies with 20 or more active vendor contracts, where a missed renewal window could mean overpaying or losing a critical service.

Time & Cost Saved

Manually reviewing a contract register and chasing owners takes roughly 1-2 hours per week. This workflow replaces that with automated Monday checks, reducing the effort to reviewing the Glass Box preview — about 5 minutes. More importantly, it prevents costly missed renewals, which can easily run into thousands of pounds in unwanted auto-renewals or service gaps.