Renewal and contract expiration notifications

Purpose

1.1. Automate proactive notifications to customers regarding upcoming heating oil contract expirations and renewals in the wholesale sector.
1.2. Ensures continuous service, reduces customer churn, and supports operational efficiency by automatedly tracking contractual milestones.
1.3. Automate reminders for both customers and sales teams, including escalation for unresponsive clients, to support automated compliance and retention.
1.4. Automating documentation of renewals, responses, and customer preferences for future campaigns.

Trigger Conditions

2.1. Contract database status update indicating approaching expiration (e.g., 30, 15, 7 days prior).
2.2. Scheduled workflow automates daily or weekly monitoring of expiry dates.
2.3. Automated detection of unrenewed contracts generates escalation flows.
2.4. Changes in customer status or preferences automate updates to notification schedule.

Platform Variants

3.1. Twilio SMS
• Feature: Programmable Messaging API
• Setting: Trigger automated SMS 7/15/30 days before expiration; sample: configure webhook to send notification.
3.2. SendGrid
• Feature: Automated Email Campaigns
• Setting: Automate transactional and reminder emails; schedule based on contract database triggers.
3.3. Salesforce
• Feature: Workflow Rules/Process Builder
• Setting: Automate email/SMS/push based on Opportunity End Date.
3.4. HubSpot
• Feature: Workflows
• Setting: Automate sequences for expiring deals; merge fields with contract data.
3.5. Microsoft Power Automate
• Feature: Date-based Flow
• Setting: Automate notifications using "When a record is due" triggers.
3.6. Zapier
• Feature: Multi-step Zaps
• Setting: Automate cross-platform notifications for expiring contracts.
3.7. Pipedrive
• Feature: Automations
• Setting: Automate alerts to clients and managers on deal expiry.
3.8. ActiveCampaign
• Feature: Automated Email & SMS
• Setting: Workflow triggers on custom contract fields.
3.9. Mailchimp
• Feature: Customer Journeys
• Setting: Automate time-based emails for contract renewals.
3.10. Slack
• Feature: Scheduled Messages via Bots
• Setting: Automate internal team reminders for renewals.
3.11. Google Calendar
• Feature: Reminders API
• Setting: Automate event notifications for contract expiry dates.
3.12. Freshdesk
• Feature: Time Triggers
• Setting: Automated ticket creation and reminders for contracts nearing expiry.
3.13. Zoho CRM
• Feature: Workflow Rules
• Setting: Automate email/SMS based on "Contract End Date".
3.14. DocuSign
• Feature: Envelope Reminders
• Setting: Automate renewal notifications and signature requests.
3.15. Airtable
• Feature: Automations
• Setting: Trigger workflows on contract date fields.
3.16. Monday.com
• Feature: Automate Notifications
• Setting: Notify owners and clients as contract deadlines approach.
3.17. Copper CRM
• Feature: Workflow Automation
• Setting: Automate tasks and emails on expiring contracts.
3.18. Intercom
• Feature: Automated Campaigns
• Setting: Automate in-app or email renewal notifications.
3.19. ClickSend
• Feature: SMS/Email/API
• Setting: Schedule automated contract notifications.
3.20. ServiceNow
• Feature: Notifications Engine
• Setting: Automate multi-channel alerts based on contract lifecycle.

Benefits

4.1. Automates client engagement, raising renewals and retention rates.
4.2. Automatedly reduces manual tracking, errors, and missed renewals.
4.3. Streamlines compliance and reporting by documenting automated actions.
4.4. Enhances customer experience with timely, proactive communications and automating responses to changes.
4.5. Supports scalable, automatable workflows as customer base grows.