Automated communication on contract expiration

Purpose

1.1. Automate timely tenant notifications when leases or contracts near expiration for housing associations.
1.2. Automates reminders, renewal offers, or compliance requests via multiple channels.
1.3. Automating ensures no lease lapses, reduces manual work, improves compliance, and boosts tenant satisfaction.
1.4. Automator sequences can escalate communications (email, SMS, calls) and log all engagement activity.

Trigger Conditions

2.1. Lease/contract end-date automatable reminders (e.g., 60, 30, 7 days prior).
2.2. Expiring digital document or e-signature detected in DMS or CRM.
2.3. Tenant or landlord triggers via self-service portal automation.
2.4. Automatedly detect missing renewal confirmation before deadline.

Platform Variants

3.1. Twilio SMS
• Feature: Programmable Messaging.
• Setting: Automate SMS “Contract expiring on {date}” using scheduled trigger.
3.2. SendGrid
• Feature: Email API.
• Setting: Automate HTML email with dynamic lease data, using SMTP/API Key.
3.3. Slack
• Feature: Scheduled workflows.
• Setting: Automate internal notifications to property teams via channel post.
3.4. Microsoft Teams
• Feature: Incoming Webhooks.
• Setting: Automator sends messages to Operations team with expiring leases list.
3.5. HubSpot
• Feature: Workflow automation.
• Setting: Automated emails or tasks using Contact property “lease_end_date.”
3.6. Salesforce
• Feature: Process Builder.
• Setting: Triggered Flow on Lease SObject, automating notifications.
3.7. Zoho CRM
• Feature: Workflow Rules.
• Setting: Automate follow-up activities based on “Lease End” date field.
3.8. DocuSign
• Feature: Envelopes: Expiry Events.
• Setting: Automate API-triggered alert on contract expiration.
3.9. Google Workspace
• Feature: Google Scripts / AppSheet.
• Setting: Automate emails/cal events based on approaching contract deadlines.
3.10. Mailgun
• Feature: Event Webhooks.
• Setting: Automator sends contract reminders using Email API with lease info.
3.11. Mandrill
• Feature: Transactional Emails.
• Setting: Automate merge-tag-based notifications for expiring tenants.
3.12. Freshdesk
• Feature: Ticket Automations.
• Setting: Create support tickets upon lease expiration for agent follow-up.
3.13. Pipedrive
• Feature: Workflow Automation.
• Setting: Automate deal-stage movement and notifications when contract nears end.
3.14. Zendesk
• Feature: Triggers.
• Setting: Automate and escalate support ticket creation on expiring leases.
3.15. ClickSend
• Feature: SMS API.
• Setting: Automated text alert to tenant 30 days before lease end.
3.16. Outlook (Office 365)
• Feature: Power Automate.
• Setting: Automate recurring email templates sent X days pre-expiry.
3.17. Airtable
• Feature: Automations.
• Setting: Automate record review workflow, trigger Slack/Email reminders.
3.18. Monday.com
• Feature: Board Automations.
• Setting: Date or status change automates reminders to assignees.
3.19. Notion
• Feature: Database Automations via API.
• Setting: Automate comment or reminder on expiring contract database entry.
3.20. Intercom
• Feature: Automated Messages.
• Setting: Automate in-app and email communication cycles tied to expiry.
3.21. WhatsApp Business API
• Feature: Message Templates.
• Setting: Automator sends approved notification template to mobile contacts.
3.22. RingCentral
• Feature: Automated calls/SMS via API.
• Setting: Automated voice call to tenants 14 days before expiry.

Benefits

4.1. Automates compliance with legal and contractual renewal policies.
4.2. Automating reduces administrative workload for housing association teams.
4.3. Automation boosts tenant satisfaction with proactive reminders.
4.4. Automator sequences prevent overlooked expirations and mitigate lease revenue loss.
4.5. Automatable integrations allow omnichannel outreach and internal task allocation.
4.6. Automatedly logs all actions for audit trails and escalation handling.