Automated Equipment Rental Contract Renewal Reminders
Every Monday, WebRun opens e-Emphasys Rental Management, finds agreements expiring within 30 days, drafts a renewal offer email for each customer in Gmail, and sends your rental manager an internal Telegram alert with the week's renewal list.
How do I automatically remind customers about expiring equipment rental contracts?
WebRun reads e-Emphasys Rental Management every Monday, finds agreements expiring within 30 days, drafts a personalized renewal offer email in Gmail for each customer, and sends your rental manager a Telegram list of every expiring contract. Renewal emails are held as drafts until your team approves them.
- No rental contract expires without a proactive renewal offer
- Rental manager sees every expiring contract every Monday morning
- Equipment utilization stays high because returns are anticipated early
Built for heavy equipment rental companies · equipment dealers with rental fleets · construction equipment rental managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
e-emphasys.com/home/solutionsin a real browser with your saved login - no setup, no API keys. -
1
e-Emphasys - find rental contracts expiring soon
e-emphasys.com
WebRun opens e-Emphasys to find rental contracts expiring soon. - Open e-Emphasys Rental Management and filter active rental contracts to those expiring within 30 days
- Capture the customer name, rented equipment, contract end date, current rental rate, and contact email
- Skip contracts already flagged for termination or return
Done when All rental contracts approaching expiry are identified with customer and equipment details.
-
2
Gmail - draft renewal offer emails for approval
gmail.com
WebRun opens Gmail to draft renewal offer emails for approval. - Draft a renewal offer email for each expiring contract, naming the equipment and current rate
- Include a note that a representative will be in touch to discuss renewal terms
- Save each email as a Gmail draft, not sent, for the rental team to review and approve before sending
Done when A draft renewal offer is queued in Gmail for every expiring rental contract.
-
3
Telegram - alert rental manager with renewal list
telegram.org
WebRun opens Telegram to alert rental manager with renewal list. - Post an internal Telegram message to your rental manager listing every contract expiring this month
- Include the customer, equipment, and expiry date for each item
Done when Rental manager has the week's renewal list in Telegram.
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 customers without my team's approval?
No. Every renewal offer is saved as a Gmail draft. Your rental team reviews each one and decides whether to send, edit, or hold before any email reaches a customer.
What if a customer has already told us they will not renew?
Mark the contract for return or termination in e-Emphasys and it will be skipped on the next run.
Can it handle contracts that renew on different day-of-month schedules?
Yes. It reads each contract's exact expiry date from e-Emphasys and flags any falling within the next 30 calendar days, regardless of the day of the month.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.