Contract & Renewal Tracking
Professional services firms and any company with recurring client contracts face the same problem: renewals sneak up.
Typical ROI
4-6x in Year 1
Implementation
3-5 weeks
Industries
Insurance agencies +
The Problem
Professional services firms, SaaS-adjacent businesses, and any company with recurring client contracts face the same problem: renewals sneak up. Someone realizes a contract is expiring in two weeks, scrambles to reach the client, and either rushes a negotiation or loses the account because the client had already started talking to a competitor. On the vendor side, the same thing happens in reverse — contracts auto-renew at unfavorable rates because nobody was tracking the opt-out window.
What We Build
Contract ingestion & parsing — Existing contracts (PDF, Word, or pulled from your CRM) are parsed by an AI model to extract key dates: start, end, renewal window, auto-renewal terms, and notice periods.
Centralized contract register — All contracts are organized in a structured register with upcoming renewal dates, contract value, terms, and responsible owner.
Tiered renewal alert sequences — Automated alerts trigger at 90, 60, 30, and 14 days before renewal — to the responsible account owner, with escalation to management if no action is logged.
Client outreach automation — At the 60-day mark, a personalized renewal outreach email is automatically sent to the client contact, opening the conversation before urgency sets in.
Vendor opt-out monitoring — For vendor contracts with auto-renewal clauses and opt-out windows, alerts ensure the decision is made proactively — not missed.
Renewal outcome tracking — Renewals won, lost, and renegotiated are tracked with revenue impact, giving leadership a clear view of retention performance.
Common Integrations
Example Scenario
A 20-person IT managed services firm had 140+ active client contracts, tracked in a combination of a shared spreadsheet and individual account manager notes. They had lost three clients in the prior year simply because renewal conversations started too late — clients had already begun evaluating competitors. After deploying this workflow, every contract is tracked with automated alert sequences, and renewal outreach now starts 60 days out with a personalized email. In the first six months, the firm identified and successfully renewed eight contracts that would previously have been at risk — retaining approximately $380,000 in ARR.
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