Automated Service Contract Renewals
Every Monday, WebRun opens your Google Sheets contract tracker, finds service agreements expiring within the next 60 days, drafts a renewal email in Gmail for each client, and posts a Slack alert to your account management team so no contract quietly lapses.
How do I automatically track and renew expiring AV service contracts?
Every Monday, WebRun scans your Google Sheets contract tracker for service agreements expiring within 60 days, drafts a personalised renewal email in Gmail for each client, and posts the expiry list to Slack sorted by urgency. Account managers review and send each draft, so no service contract lapses silently.
- No service contract lapses because the expiry went unnoticed
- Account managers start each week with sorted expiry list and ready-to-send Gmail drafts
- 60-day lead time gives ample runway to negotiate renewals before the deadline
Built for AV installers · custom integrators · managed AV service providers · account managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - find contracts expiring in 60 days
google.com
WebRun opens Google Sheets to find contracts expiring in 60 days. - Open the service contract tracker Google Sheet
- Filter for contracts where the expiry date falls within the next 60 days and the status is Active
- Capture the client name, email, contract value, expiry date, and account owner for each expiring agreement
- Sort the list soonest-expiring first
Done when All service contracts expiring within 60 days are listed, sorted by expiry date.
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2
Gmail - draft renewal email per expiring contract
gmail.com
WebRun opens Gmail to draft renewal email per expiring contract. - Open Gmail and draft a personalised renewal email for each expiring contract
- Address it to the client contact, reference the contract value and expiry date, and invite them to renew
- Save each email as a draft in Gmail without sending. Do not send to the client without account manager review
Done when A Gmail draft renewal email exists for every contract expiring within 60 days.
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3
Slack - alert account team with expiry list
slack.com
WebRun opens Slack to alert account team with expiry list. - Post a Slack message to the account management channel with the list of expiring contracts
- Sort by expiry date, show the client name, contract value, and days until expiry
- Note that Gmail draft renewal emails are ready for review and personalisation before sending
Done when The account team has a Slack list of expiring contracts and knows Gmail renewal drafts are ready.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send renewal emails to clients without my review?
No. WebRun saves every renewal as a Gmail draft for your account manager to review, adjust pricing or terms if needed, and send. Nothing goes to a client until a human approves it.
How far in advance does it start flagging contracts?
It flags any contract expiring within the next 60 days by default, giving your account team enough lead time to negotiate renewals and avoid last-minute lapses. You can adjust the window to fit your sales cycle.
What if a client has already confirmed they are renewing?
Update the contract status in the Google Sheet to Renewal Confirmed or similar and WebRun will exclude it from the next run, keeping the Slack alert focused only on contracts still needing attention.
Related templates
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