Automated generation and renewal reminders for lease and agistment agreements

Purpose

1.1. To proactively generate and dispatch automated reminders to clients and managers regarding upcoming lease and agistment agreement renewals, ensuring timely action, reduced lapsed contracts, maximized revenue continuity, and improved admin efficiency.
1.2. To centralize contract milestone data, align reminder delivery across communication channels (SMS, email, push), and integrate with existing CRM, document, and workflow systems for seamless operations.
1.3. To provide auditable logs for compliance and document management, and support customizable reminder lead times and escalation logic for late or ignored renewals.

Trigger Conditions

2.1. Lease/agistment agreement approaching renewal date (based on contract metadata field).
2.2. Manual trigger by admin for immediate reminders or audit.
2.3. Contract status update to “pending renewal” or “unresponsive” in CRM.
2.4. Periodic cron/time-based routines executing daily or hourly checks.
2.5. API/webhook event from contract lifecycle or ERP system.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Programmable Messaging API; configure message body template, recipient from CRM field, schedule with Flex Events.
3.2. SendGrid
• Feature/Setting: Configure Dynamic Transactional Templates; use Scheduled Sending API to time emails, link to PDF reminders.
3.3. Outlook 365
• Feature/Setting: Use Mail REST API with delegated permissions, schedule/send from shared mailbox; leverage calendar API for follow-up invites.
3.4. Google Calendar
• Feature/Setting: Create Events API, set reminders, invitees from contact database, auto-email enabled; use recurring rules.
3.5. Salesforce
• Feature/Setting: Workflow Rule or Process Builder; trigger based on custom contract object field, send email/SMS task.
3.6. HubSpot
• Feature/Setting: Workflows tool, enrollment trigger on contract expiry property, send internal and client notifications.
3.7. Zoho CRM
• Feature/Setting: Workflow automation builder; rule on “agistment renewal date”, auto-email/SMS from CRM template.
3.8. Slack
• Feature/Setting: Incoming Webhooks for channel alerts; use scheduled bots to post contract reminders to #renewals.
3.9. Microsoft Teams
• Feature/Setting: Graph API for chat messages/scheduled tasks; adaptive card reminders to managers.
3.10. DocuSign
• Feature/Setting: Envelopes::ListStatusChanges API; trigger reminders on envelope (contract) nearing expiry.
3.11. PandaDoc
• Feature/Setting: Document Expiration Notification via API webhook; send renewal notifications to assigned users.
3.12. Adobe Sign
• Feature/Setting: GET Agreements API to check expiry, push notifications via REST webhook for renewals.
3.13. Monday.com
• Feature/Setting: Automation recipes on date columns; notify/email assignees x days before lease end.
3.14. Notion
• Feature/Setting: Databases API, query for contracts expiring soon; send reminder via external mail integration.
3.15. Airtable
• Feature/Setting: Automations; trigger when “expiration date” is in next N days, send custom reminder.
3.16. Mailgun
• Feature/Setting: Scheduled batch email API; segment audience list by contract date, personalize subject/content.
3.17. ClickSend
• Feature/Setting: SMS API, scheduled messages; pull client phone from external database, insert lease info.
3.18. Asana
• Feature/Setting: Rules/Automations; create renewal tasks x days before due, notify owners, link contract.
3.19. Trello
• Feature/Setting: Butler automation—schedule card due date reminders to board, Slack, or email.
3.20. Freshdesk
• Feature/Setting: Scenario automations to create tickets/reminders on contract renewal flag; send templated mails.
3.21. SAP
• Feature/Setting: SAP Cloud Workflow API, trigger based on contract object expiry, push tasks to responsible users.
3.22. Oracle NetSuite
• Feature/Setting: SuiteScript/Workflow Manager; scheduled searches for nearly-expiring agreements, auto-email.
3.23. ServiceNow
• Feature/Setting: Flow Designer—trigger on contract table record with expiring status, send reminders, escalate as needed.

Benefits

4.1. Eliminates manual tracking, reducing human error and missed renewals.
4.2. Frees staff time by automating routine communication.
4.3. Ensures consistent, timely notification to all stakeholders.
4.4. Enables proactive customer engagement and relationship management.
4.5. Supports regulatory compliance with audit trail of notifications.
4.6. Customizable across multiple communication channels for client preference.
4.7. Centralizes contract status visibility for improved reporting.
4.8. Scalable for any volume of agreements and clients.
4.9. Maintains continuous revenue flow by reducing lapsed contracts.
4.10. Increases renewal success rates through persistent, multi-touch reminders.