Contract renewal and expiration reminders

Purpose

1.1. Ensure proactive management of airline supplier and service contracts by alerting responsible stakeholders ahead of renewal or expiration dates.
1.2. Reduce risk of operational disruptions, compliance violations, or unplanned cost increases due to lapsed agreements.
1.3. Standardize renewal processes for aircraft leasing, MRO, catering, ground handling, and fuel purchase contracts.
1.4. Centralize contract data access while automating notifications across finance, procurement, and legal teams.

Trigger Conditions

2.1. Scheduled check detects contracts due for renewal or expiration within a configurable window (e.g., 30, 60, 90 days).
2.2. Manual addition or update of a contract record in the contract management system.
2.3. Receipt of external input (supplier email or portal API call) relating to contract status change.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API, template "Contract #[ID] expires in [X] days" sent to mobile contacts of responsible staff.
3.2. SendGrid
• Feature/Setting: Dynamic email templates triggered by API, populating contract and renewal data fields.
3.3. Microsoft Outlook 365
• Feature/Setting: Calendar integration with appointment reminders, Microsoft Graph API for automated invite creation.
3.4. Slack
• Feature/Setting: Workflow Builder; Slack API for sending channel DMs tagged by contract category and urgency.
3.5. Microsoft Teams
• Feature/Setting: Bot Framework to push adaptive card notifications to designated groups.
3.6. Google Calendar
• Feature/Setting: Calendar API to insert renewal or expiration events with associated reminder notifications.
3.7. Salesforce
• Feature/Setting: Process Builder with scheduled flows for contract object; reminder tasks and Chatter messages.
3.8. HubSpot
• Feature/Setting: Workflow automation for deal-based contract tracking; internal notification actions.
3.9. ServiceNow
• Feature/Setting: Flow Designer for task creation and notification emails based on contract record updates.
3.10. Zendesk
• Feature/Setting: Ticket automation rules trigger alerts for expiring contract-related support issues.
3.11. Asana
• Feature/Setting: Rules to auto-create tasks and send project notifications on contract events.
3.12. Monday.com
• Feature/Setting: Automation recipes for recurring reminders on contract board items.
3.13. DocuSign
• Feature/Setting: Connect webhook for completed agreements; send renewal reminders at defined intervals.
3.14. Adobe Sign
• Feature/Setting: Workflow triggers configured to email stakeholders as expiration nears.
3.15. SAP Ariba
• Feature/Setting: Notifications module with custom renewal rules via SAP Business Network APIs.
3.16. Oracle Fusion Procurement
• Feature/Setting: Contract expiration workflows to assign action items and send alerts using Oracle REST APIs.
3.17. Coupa
• Feature/Setting: Contract lifecycle reminders; notification engine configuration for procurement teams.
3.18. Jira
• Feature/Setting: Automation rules for contract issue types, with escalation on non-response.
3.19. Airtable
• Feature/Setting: Script or built-in automation to check dates, send emails or Slack notifications.
3.20. Smartsheet
• Feature/Setting: Automated alerts and reminders set for contract date columns in sheets.
3.21. Zoho CRM
• Feature/Setting: Workflow Rules to email or notify relevant owners prior to contract deadlines.
3.22. Trello
• Feature/Setting: Butler automation for card due dates, sending emails and Slack messages on contract boards.

Benefits

4.1. Minimizes risk of overlooked renewals or breaches by maintaining timely oversight.
4.2. Saves resource time and cost by automating repetitive tracking and reminder activities.
4.3. Improves stakeholder accountability and cross-department visibility on contract status.
4.4. Supports compliance documentation for audit and safety certifications.
4.5. Ensures continuity and strategic negotiation opportunities with suppliers and partners.