Automated reminders for customer contract renewals

Purpose

1.1. Ensure customers are proactively reminded of contract renewal dates, reducing churn and lost revenue.
1.2. Automate reminder scheduling for all contract types (monthly, annual, multi-year) to streamline sales follow-up.
1.3. Integrate renewal data from ERP, CRM, and accounting platforms to avoid manual tracking errors.
1.4. Trigger multi-channel notifications (email, SMS, WhatsApp, call) to both account managers and clients based on their preferences.
1.5. Enable seamless follow-up actions like quoting, contract extension, and internal escalation in sales pipelines.

Trigger Conditions

2.1. Contract expiration date is due in 30, 15, or 7 days.
2.2. Absence of renewal confirmation from customer after prior reminders.
2.3. Customer inactivity or lack of follow-up from responsible sales manager.
2.4. Updated contract terms or pricing changes requiring immediate notification.
2.5. Custom rules: High-revenue accounts flagged for escalated sequences.

Platform Variants

3.1 Salesforce
• Feature: Workflow Rule + Process Builder
• Setting: Trigger email/SMS on Contract.EndDate minus 30, 15, 7 days
3.2 HubSpot
• Feature: Workflows Automation
• Setting: Renewal Reminder Sequence using Deal Property “Renewal Date”
3.3 Microsoft Dynamics 365
• Feature: Power Automate Flow
• Setting: Scheduled Cloud Flow triggers on contract expiration
3.4 Zoho CRM
• Feature: Workflow Rules
• Setting: Date field trigger on “Contract End Date” for reminders
3.5 Pipedrive
• Feature: Automations > Activity Scheduler
• Setting: Schedule activity reminders tied to deal closing date
3.6 SAP Business One
• Feature: Alerts Management
• Setting: Automation on Contract ValidUntil field
3.7 Oracle NetSuite
• Feature: Saved Searches + Email Alerts
• Setting: Search for contracts expiring with automated alerts
3.8 Twilio
• Feature: Messaging > API
• Setting: Send SMS via Programmable Messaging to client numbers
3.9 Slack
• Feature: Webhook Notifications
• Setting: Post reminders into dedicated sales or account channels
3.10 SendGrid
• Feature: Email API
• Setting: Automated transactional renewal reminders personalized to client
3.11 Mailgun
• Feature: Email API
• Setting: Schedule and send contract renewal emails
3.12 WhatsApp Business API
• Feature: Messaging API
• Setting: Template-based reminder message to customers
3.13 Google Calendar
• Feature: API > Events Insert
• Setting: Auto-create events or reminders based on contract expiration
3.14 Outlook
• Feature: Calendar Events + Power Automate
• Setting: Auto-schedule renewal calls/emails via Outlook integration
3.15 Monday.com
• Feature: Automations
• Setting: Timeline column triggers with integrated notification
3.16 Trello
• Feature: Butler Automation
• Setting: Card due date triggers Slack/email/SMS renewal reminder
3.17 Freshdesk
• Feature: Automations > Time Trigger
• Setting: Ticket creation for expiring contracts
3.18 Airtable
• Feature: Automations + Scripting
• Setting: Formula fields monitor expiration, triggers outbound workflow
3.19 ActiveCampaign
• Feature: Date-based Automations
• Setting: Email/SMS “renew your contract” series
3.20 Intercom
• Feature: Automated Messages
• Setting: Contract renewal “chat pop-up” on client’s portal
3.21 ClickSend
• Feature: SMS API
• Setting: Auto-notify customers of upcoming renewal via text message
3.22 DocuSign
• Feature: API > Workflow Automation
• Setting: Trigger reminders and renewal envelope workflows

Benefits

4.1. Reduces missed renewals and lost revenue with proactive reminders.
4.2. Increases staff productivity by automating all routine follow-up.
4.3. Optimizes customer experience via timely, multi-channel communications.
4.4. Enhances data accuracy; ensures all contracts are monitored without manual effort.
4.5. Customizable rules cater to critical accounts and business priorities.