Automated Calibration Service Contract Renewal Reminders
Every Monday, WebRun reads the contract expiry tracker in Google Sheets, cross-checks the customer's calibration history in IndySoft, drafts a renewal proposal email in Gmail 60 days before each contract expires, and notes when contracts are sent for signature via DocuSign.
How do I automatically remind my team to renew calibration service contracts before they expire?
WebRun reads your service contract tracker in Google Sheets every Monday, finds contracts expiring within 60 days, pulls each customer's calibration history from IndySoft to build a personalised service summary, and drafts a renewal proposal email in Gmail for your account managers to review and send. No contract lapses for lack of a timely outreach.
- Every contract gets a personalised renewal proposal 60 days before it expires
- Proposals include a service history summary from IndySoft, making them easier to approve
- No contract lapses unnoticed because renewal outreach was missed
Built for calibration lab account managers · commercial calibration services · quality lab managers · metrology service directors
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
sheets.google.comin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - read contract expiry dates
google.com
WebRun opens Google Sheets to read contract expiry dates. - Open the service contract tracker in Google Sheets
- Find contracts expiring in the next 60 days that have not yet had a renewal proposal sent
- Capture the customer name, email, contract reference, expiry date, and annual value
Done when All contracts due for renewal in 60 days are listed with customer and contract details.
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2
IndySoft - pull customer calibration history for the proposal
indysoft.com
WebRun opens IndySoft to pull customer calibration history for the proposal. - Look up each customer's calibration history in IndySoft for the current contract period
- Capture the number of jobs completed, instruments serviced, and any out-of-tolerance events
- Use this data to personalise the renewal proposal with a service summary
Done when Each customer's service history is captured for use in the renewal proposal.
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3
Gmail - draft renewal proposal email
gmail.com
WebRun opens Gmail to draft renewal proposal email. - Draft a professional renewal proposal email for each customer summarizing the service provided and proposing renewal terms
- Reference the contract expiry date, annual value, and jobs completed during the contract
- Leave each draft for a sales or account manager to personalise and send. Do not send automatically.
Done when A draft renewal proposal email is staged in Gmail for each expiring contract customer.
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4
DocuSign - note contracts sent for signature
docusign.com
WebRun opens DocuSign to note contracts sent for signature. - Log which customers have been sent a renewal proposal by updating the Google Sheets tracker
- When your team sends a contract via DocuSign, the tracker status is updated to In Signature
Done when The contract tracker is up to date with proposal and signature status for each renewal.
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 the renewal proposal to customers automatically?
No. Every renewal proposal is drafted in Gmail and held for an account manager to personalise and send. Nothing reaches a customer without human review.
Does it create the DocuSign envelope automatically?
No. WebRun drafts the proposal email and logs the status. Your team creates and sends the DocuSign envelope manually when ready to proceed.
How does it know which contracts have already had a proposal sent?
It reads a Proposal Sent column in the Google Sheets tracker. Once your team marks a row as sent, the contract is excluded from future runs.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.