Auto-renewal and alert system for expiring contracts and insurances

Purpose

1.1. Automate the monitoring, alerting, and renewal process for expiring contracts and insurance policies, eliminating manual tracking for oil and gas exploration service companies.
1.2. Automates data extraction from contract management systems, checks expiry dates, issues automated alerts to relevant stakeholders, and initiates contract or insurance renewal workflows.
1.3. Automatedly maintains compliance, reduces financial risk, and prevents costly downtime due to lapsed agreements or inadequate coverage.

Trigger Conditions

2.1. Automated trigger when a contract or insurance record in the database reaches a pre-set "days to expiry" threshold.
2.2. Automator starts process upon data entry, modification of records, or detection of status changes via scheduled polling or real-time webhook.
2.3. Automation initiates notification workflow when renewal documents become available or compliance checks fail.

Platform Variants

3.1. Microsoft Power Automate
• Trigger: "When an item is due to expire" in SharePoint List
• Action: "Send email with options"
3.2. Salesforce
• Feature: "Process Builder – Scheduled Actions"
• Function: Auto-renew record update & alert
3.3. Zapier
• Trigger: "Schedule by Zapier" + Google Sheets "Updated Row"
• Action: Gmail "Send Email"
3.4. ServiceNow
• API: "Contract Management Table – REST Get by Query"
• Feature: "Scheduled Notifications"
3.5. DocuSign
• Endpoint: "Envelope Expiration Events"
• Action: Automated reminder via API
3.6. HubSpot
• Workflow: "Contract Close Date Approaching"
• Trigger: Task and Email Automation
3.7. Coupa
• Feature: "Contract Renewal Workflows"
• API: Retrieve expiring contracts and automate outputs
3.8. Oracle Procurement Cloud
• Event: "Contract Expiry Alert"
• Function: Automated renewal requisition
3.9. SAP Ariba
• Feature: "Expiry Documents API"
• Action: Alert and contract extension-automation
3.10. Google Calendar API
• Trigger: Event "Reminder before expiry"
• Feature: Automated notification push
3.11. Twilio
• API: SMS Automated Notification – REST API /Messages
• Function: Contract expiry SMS alerts
3.12. SendGrid
• API: Mail Send – Automated Expiry Email
• Configuration: Schedule using dynamic templates
3.13. Slack
• API: Incoming Webhook
• Action: Automated channel alert for expiring contracts
3.14. AWS Lambda
• Event: Scheduled "CloudWatch Event" checking contract dates
• Function: Automating alert logic in Python/Node.js
3.15. Jira Service Management
• Automation: "Rule triggers when issue transitions to 'About to Expire'"
• Notification: Automated ticket generation
3.16. Monday.com
• Automation: "Date arrives trigger"
• Action: Email/SMS automated notification
3.17. Freshservice
• Workflow: "Contract expiry triggers renewal task"
• Action: Automated internal alert
3.18. Asana
• Feature: "Due Date Approaching Rule"
• Automated action: Assign renewal task
3.19. Airtable
• Automation: "When date is today + X"
• Integration: Automatedly sends reminders
3.20. Workato
• Trigger: "Record Expiry" in CRM/ERP
• Action: Multi-channel automated alert

Benefits

4.1. Automates manual tracking of expiry dates, reducing human error and ensuring timeliness.
4.2. Automation improves regulatory compliance by ensuring coverage is never lapsed.
4.3. Automating notifications and renewals limits operational risks and liability exposure in oil and gas contracts.
4.4. Automated alerts free finance and contract teams to focus on value-driven tasks, not routine monitoring.
4.5. Automator allows scalable, repeatable, and rapid alert configuration across teams or regions.