Catch contract auto-renewals before the notice deadline

On the first Monday of every month at 8am, run a renewal radar across my signed contract archive in Documenso, so that no agreement quietly auto-renews before we have had the chance to decide whether we want it to.

Start with the Find Envelopes operation in Documenso and pull every envelope with status COMPLETED and type DOCUMENT. Page through all of the results rather than stopping at the first page. Drafts, templates, pending and cancelled envelopes are not signed obligations, so leave them out.

Narrow that list to the envelopes completed roughly 10 to 13 months ago. Most commercial agreements run on annual terms, so that window is what catches contracts approaching their renewal. Apply this as ordinary date filtering on the completion date of each envelope.

For each remaining envelope, use Download Envelope Item to fetch the signed PDF and read it properly. Find the renewal or expiry date, whether there is an automatic renewal or evergreen clause, and the notice period required to cancel or renegotiate, for example a term that says either party may terminate on 60 days written notice before the end of the initial term. From those, work out the notice deadline: the last calendar date on which we can still give valid notice.

If a contract contains no renewal, expiry or termination language at all, skip it and move on. Do not guess, estimate or infer a renewal date that is not written in the document. Reporting nothing for a contract is the correct outcome; inventing a date is not. Keep a count of how many contracts you skipped for this reason so it can go at the end of the summary.

For every contract whose notice deadline falls inside the next 90 days, create two events with the Google Calendar Create Event operation. Put the first on the notice deadline itself and the second two weeks earlier as an early warning. Title each one with the counterparty and the decision that is due, for example "Northwind Ltd: renew or give notice by 16 Dec". In the event description, quote the exact clause the deadline came from and name the source document, so whoever opens the invite can verify it in seconds instead of going hunting for the contract.

Then send the account owner a briefing using the Gmail Send a Message operation. For each contract, cover the counterparty, the original contract value, the renewal terms including the new term length and any price uplift or escalation, the notice period, and the exact date after which we lose the right to renegotiate. Quote the clause language behind each conclusion and name the document it came from, so none of it has to be taken on trust.

Finally, post the full month's renewal list to Slack using the Slack Bot Send a Message operation. Include every contract reviewed this month that has a real renewal or expiry date, ordered by how soon the notice deadline falls, and clearly flag the ones inside the 90 day window. Close with the number of contracts skipped for having no renewal language. If nothing is approaching this month, say so plainly rather than posting an empty list.