Automated PI Client Contract Renewal Reminders
Every Monday, WebRun checks contract end dates in CROSStrax, identifies any client contracts expiring within 60 days, drafts a renewal proposal in Gmail, queues a renewal DocuSign envelope for your review, and logs the action in a Google Sheets renewal tracker.
How do I automatically track and action client contract renewals for my PI agency?
Every Monday, WebRun reads contract end dates from CROSStrax and flags any engagement expiring within 60 days. It drafts a personalised renewal proposal in Gmail, prepares a DocuSign renewal envelope, and logs both in a Google Sheets tracker. All items wait for your review before reaching the client, giving your agency a 60-day runway on every renewal.
- No client contract expires without a 60-day advance renewal conversation
- Pre-populated Gmail and DocuSign drafts cut renewal admin time significantly
- A Google Sheets tracker gives full visibility into pending, in-progress, and completed renewals
Built for PI agency owners · PI firm account managers · retainer-based investigation businesses · PI operations teams
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
www.crosstrax.coin a real browser with your saved login - no setup, no API keys. -
1
CROSStrax - find contracts expiring within 60 days
www.crosstrax.co
WebRun opens CROSStrax to find contracts expiring within 60 days. - Open CROSStrax and read contract end dates for all active client engagements
- Flag any contract expiring within 60 days as amber and any expiring within 30 days as red
- Skip clients who already have a renewal in progress or a new contract signed
Done when Every contract expiring within 60 days is identified and colour-coded by urgency.
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2
Gmail - draft the renewal proposal email
gmail.com
WebRun opens Gmail to draft the renewal proposal email. - Draft a renewal proposal email for each flagged client, referencing the current contract end date and the value of the engagement
- Suggest the renewal terms based on the existing contract structure
- Leave all drafts unsent in Gmail Drafts for your review
Done when A personalised renewal proposal draft is in Gmail Drafts for every flagged client.
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3
DocuSign - prepare the renewal agreement envelope
docusign.com
WebRun opens DocuSign to prepare the renewal agreement envelope. - Create a DocuSign renewal agreement envelope pre-addressed to the client and pre-populated with renewal terms
- Save it as a draft envelope, not yet sent, for your review and any adjustments
- Do not send the DocuSign envelope until you have approved the terms
Done when A draft DocuSign renewal envelope is ready for review for each flagged client.
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4
Google Sheets - log the renewal outreach
google.com
WebRun opens Google Sheets to log the renewal outreach. - Open the contract renewal tracker and append a row for each client actioned today
- Record the client name, contract end date, urgency level, and draft status for both the Gmail and DocuSign items
- Mark previously logged renewals that are now signed as complete
Done when The renewal tracker is updated with every currently pending contract renewal and its draft status.
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 or DocuSign envelope to the client without my approval?
No. Both the Gmail draft and the DocuSign envelope are saved as drafts only. Nothing is sent to the client until you review, adjust if needed, and approve each item.
What if I want to change the renewal terms before sending?
The Gmail draft and DocuSign envelope are both fully editable before you send. WebRun pre-populates them with the existing contract terms as a starting point, saving you time without locking you in.
How does it know a renewal is already in progress?
It checks the contract status in CROSStrax and the renewal tracker in Google Sheets. Any client marked as renewal in progress or already signed is skipped automatically.
Related templates
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