Send contract renewal reminders and alerts before deals expire

Watches HubSpot deals nearing expiration and automatically emails contacts, alerts your team, and creates follow-up tasks.

How the work actually flows

It branches. Every path runs; runs once per one per expiring deal.

Pattern: Parallel Split (2) ยท Multiple Instances without Synchronization (12)

flowchart TD trig(["daily check for expiring contracts"]):::trigtime s0[["find expiring deals"]]:::mi s1["look up deal contact"]:::task trig --> s0 s0 --> s1 gx{"+ which follow-up actions to trigger"}:::gate s1 --> gx p00["send renewal reminder email"]:::task gx -->|"email contact"| p00 p10["send slack alert to manager"]:::task gx -->|"alert team"| p10 p20["create clickup task"]:::task gx -->|"track follow-up"| p20 p00 --> out p10 --> out p20 --> out out[/"renewal reminders sent and task created"/]:::out pay{{"no renewal deadline missed"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemEvery pathResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
CRM & Sales PipelineEmail AutomationMessaging & NotificationsProject & Task ManagementScheduling & Calendar
Connects
HubSpotGmailSlackClickUp
Featured in

The problem it solves

Contract renewals slip through the cracks when you're relying on someone to remember a date buried in a CRM. A missed renewal window can mean losing a customer you didn't even realize was at risk.

Who it fits

Sales and account management teams tracking contract renewals in a CRM.

How it works

  1. The system checks HubSpot deals for contracts expiring in 30, 60, or 90 days
  2. It looks up the contact for each deal
  3. A tailored reminder email is sent to the contact through Gmail
  4. Your account manager gets a Slack alert with the deal details
  5. A follow-up task is created in ClickUp for tracking
What you get

Renewals followed up before contracts lapse

You get automatic reminders and tasks so contract renewals are followed up before they expire, keeping your team in the loop.

What you get

Renewal reminder emails sent, a Slack alert to the account manager, and a tracked follow-up task.

What you need

A HubSpot account, a Gmail account, a Slack workspace, and a ClickUp account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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