Automated Propane Annual Contract Renewals
Every Monday, WebRun opens Blue Cow Software, finds customers whose annual contracts or price-lock agreements expire within 60 days, drafts a personalized renewal offer email for each, and posts your team a renewal pipeline in Slack sorted by expiry date so the soonest renewals are actioned first.
How do I automatically follow up on expiring propane delivery contracts?
WebRun opens Blue Cow Software every Monday, finds customers with annual contracts or price-lock agreements expiring within 60 days, and drafts a personalized renewal offer in Gmail for each one. Your team reviews and sends the emails, then uses the Slack renewal pipeline, sorted by expiry date, to prioritize which customers to call.
- No annual contract lapses without a renewal offer being drafted in advance
- Sales team starts each Monday with a pipeline sorted by urgency
- Customers who already renewed are removed from outreach automatically
Built for propane dealers · heating fuel companies · fuel oil distributors · sales and customer retention 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.bluecowsoftware.comin a real browser with your saved login - no setup, no API keys. -
1
Blue Cow Software - find contracts expiring within 60 days
bluecowsoftware.com
WebRun opens Blue Cow Software to find contracts expiring within 60 days. - Open Blue Cow Software and navigate to contract or price-lock management
- Filter for contracts expiring within the next 60 days
- Capture each customer's name, contract type, expiry date, prior-year gallons, and current plan terms
Done when Every contract expiring within 60 days is listed with customer details and expiry date.
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2
Gmail - draft renewal offer per customer
gmail.com
WebRun opens Gmail to draft renewal offer per customer. - Draft a personalized renewal offer for each customer, referencing their contract type and expiry date
- Include renewal terms, pricing options if available, and a contact number to confirm
- Save all emails as drafts for your team to review before sending. Do not send automatically
Done when A Gmail draft renewal offer is ready for every expiring contract customer.
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3
Slack - post weekly renewal pipeline
slack.com
WebRun opens Slack to post weekly renewal pipeline. - Post this week's renewal pipeline to the sales channel, sorted by contract expiry date
- List each customer's name, contract type, expiry date, and whether a draft email is ready
- Flag contracts expiring within 14 days as urgent
Done when Sales team has this week's renewal pipeline in Slack with urgent items highlighted.
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 offers to customers automatically?
No. WebRun drafts every renewal email and holds it in Gmail for your team to review and send. No offer reaches a customer without human approval.
How far in advance does it flag expiring contracts?
It flags contracts expiring within 60 days, giving your team a full two months of advance notice. Contracts expiring within 14 days are highlighted as urgent in the Slack post.
What if a customer already renewed before Monday's run?
Blue Cow Software data is read fresh each Monday, so customers who already renewed are excluded from that week's pipeline automatically.
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