Automated IT Contract Renewal Tracking
Every Monday, WebRun opens SolarWinds Service Desk, reads the contracts, warranties and licences on your assets, picks out everything expiring in the coming quarter, writes the list into Google Sheets with the vendor, cost and renewal date, and posts the nearest expiries to Microsoft Teams.
How do I track IT contract and warranty expiry dates?
WebRun opens SolarWinds Service Desk every Monday, reads the contracts, warranties and licences on your assets, and picks out everything expiring in the coming quarter. It writes the list into Google Sheets with vendor, cost and owner, and posts the nearest expiries to Microsoft Teams, so renewals get negotiated instead of auto-charged.
- Renewals surface a quarter ahead, with time to negotiate
- Every line carries the vendor, the cost, and the owner
- Unowned contracts stop auto-charging unnoticed
Built for IT asset managers · IT operations · procurement teams · finance controllers
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.solarwinds.comin a real browser with your saved login - no setup, no API keys. -
1
SolarWinds Service Desk - read contract expiry dates
solarwinds.com
WebRun opens SolarWinds Service Desk to read contract expiry dates. - Open SolarWinds Service Desk and list the contracts, warranties and licences on record
- Capture the vendor, the cost, the renewal or expiry date, the linked assets, and the internal owner
- Flag anything expiring inside the coming quarter, and anything with no owner recorded
Done when Every contract expiring this quarter is captured with its vendor, cost and owner.
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2
Google Sheets - export the quarter's renewals
google.com
WebRun opens Google Sheets to export the quarter's renewals. - Write one row per expiring contract with the vendor, cost, expiry date, assets covered, and owner
- Sort by expiry date so the nearest renewal sits at the top
- Total the annual cost of everything renewing this quarter
Done when The quarter's renewal list is written and sorted in the sheet.
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3
Microsoft Teams - post the nearest expiries
microsoft.com
WebRun opens Microsoft Teams to post the nearest expiries. - Post the contracts expiring in the next 30 days to your IT channel with vendor, cost and date
- Name the owner against each one, or say that no owner is recorded
- Link to the full sheet for the rest of the quarter
Done when The nearest renewals are in Teams with an owner named against each.
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 renew or cancel a contract?
No. WebRun reads the contract records and reports the dates. Renewing, cancelling, or contacting a vendor stays a human action, because each one commits money or ends a service.
How far ahead does it look?
One quarter by default, with anything inside 30 days called out separately in Teams. Set a different window and the next Monday run uses it.
What about contracts with no owner?
They are listed with no owner recorded rather than left out, so an unowned licence gets picked up before it auto-charges with nobody watching it.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.