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Contract renewals

Vendor contracts that renew on their own are caught well before the date you’d have to give notice, with what you pay, what you use and what’s changing. Whoever owns the budget decides.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Contract renewals: four items, three done, and one (14 seats idle) waiting for the sales ops lead, who is asked: Fieldline renews at 40 seats and 26 are in use. Cut to 30 before the Oct 2 notice date?
How it works

Contracts that renew themselves get looked at before they do.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Contract renewals, in 5 steps. It starts with “A notice date gets close” and ends with “A decision on the record”. Each step lists what automation, the agent and your team do there.
Contract renewalsA typical run
Starts withA notice date gets closeThe Fieldline CRM contract renews November 1 at 40 seats, and notice is due 30 days before, on October 2.
The agent: Reads each vendor contract and its amendments for the renewal date, the notice period and any price increase it allows.
Automation: Works out October 2 from the November 1 renewal and 30 days’ notice, and starts the review 45 days before it.
~10h/mo

Step 1 of 5Keep the dates

  • The agent

    Reads each vendor contract and its amendments for the renewal date, the notice period and any price increase it allows.

    Renewal and notice terms sit in different clauses, and an amendment can change either one.

  • Automation

    Works out October 2 from the November 1 renewal and 30 days’ notice, and starts the review 45 days before it.

    Once the dates are known, counting back is arithmetic.

Reads
  • Contract folder
Writes
  • Renewal list

~10 hours a month back

Where teams differNinety days out is common for large contracts, and small ones below a set amount may not be tracked.

Automation: Pulls a year of Fieldline invoices from accounting and the CRM’s admin report: 26 of 40 seats used in the last 60 days.
~12h/mo

Step 2 of 5Gather the facts

  • Automation

    Pulls a year of Fieldline invoices from accounting and the CRM’s admin report: 26 of 40 seats used in the last 60 days.

    Spend and seat counts come from standard reports in each system.

Reads
  • Accounting
  • Admin reports
Writes
  • Renewal list

~12 hours a month back

The agent: Sums up the price, the 7% increase, the 14 idle seats and what cutting to 30 would save, with the clause that allows it.
~8h/mo

Step 3 of 5Write the brief

  • The agent

    Sums up the price, the 7% increase, the 14 idle seats and what cutting to 30 would save, with the clause that allows it.

    A budget owner decides faster from four plain lines than from a contract and two exports.

Reads
  • Renewal list
Writes
  • Email

~8 hours a month back

Automation: Sends the brief to the sales ops lead, who owns the CRM budget, and nudges a week before the notice date if nothing’s decided.
Your team: Chooses to cut Fieldline to 30 seats, keep all 40 for planned hires, or move to another tool.
~3h/mo

Step 4 of 5Make the call

  • Automation

    Sends the brief to the sales ops lead, who owns the CRM budget, and nudges a week before the notice date if nothing’s decided.

    Each contract’s owner is on the renewal list, so who hears is already known.

  • Your team

    Chooses to cut Fieldline to 30 seats, keep all 40 for planned hires, or move to another tool.

    Renewing spends next year’s budget, and that call belongs to whoever owns it.

Reads
  • Renewal list
Writes
  • Renewal list

~3 hours a month back

Where teams differMany teams bring finance in above an amount they set, on top of the budget owner.

The agent: Writes the notice to cut to 30 seats in the form the contract asks for, for the sales ops lead to send.
Automation: Records the decision and the sent notice on the renewal list, and sets next year’s review date.
~4h/mo

Step 5 of 5Act on it

  • The agent

    Writes the notice to cut to 30 seats in the form the contract asks for, for the sales ops lead to send.

    Some contracts want notice by email, some by letter to a named address, and the clause says which.

  • Automation

    Records the decision and the sent notice on the renewal list, and sets next year’s review date.

    The decision is made. Logging it and setting next year’s date keeps the list complete.

Reads
  • Contract folder
Writes
  • Email
  • Renewal list

~4 hours a month back

Ends withA decision on the recordLeft to renew as it stands, or cut back with the notice drafted for a person to send, before the date passes.
Total~37h/mo

What changes

Each auto-renewing contract reaches its budget owner with the price, the usage and the notice date, in time to keep, cut or cancel.

  • 4steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~37 hours a month back

$24,400 a year in time

For a company with about 120 vendor contracts, around 10 of them renewing each month, at $55 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never gives notice, renews or cancels on its own

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentContracts from your contract folder or e-signature tool, spend from accounting, usage from each tool’s admin reports.

  2. Your rules

    The limits and exceptions it works to.

    For this agentHow far ahead each owner hears, what counts as unused, and which renewals need finance too.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentEach contract’s budget owner decides, and finance joins above an amount you set.

  4. Your channels

    Where your team hears from it.

    For this agentEmail or Slack to the owner, and a monthly list of what’s coming up for finance.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA decision on file before every notice date, and the notice drafted if you’re cutting back or cancelling.

It watches the contracts you pay for. Customer renewals are the Renewal prep agent, a new contract before signing is Contract review, and negotiating with the vendor stays with your team.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your ops team and each contract’s budget owner.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past vendor contracts, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real vendor contracts.
The number we agree

Renewals with a decision on file before their notice date. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your vendor contracts and a year of invoices for each, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your vendor contracts and a year of invoices for each.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past vendor contracts.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

What if we don’t know where all our contracts are?
That’s common. It starts from a year of vendor payments in accounting, lists every vendor you pay on a schedule, and asks the owner for any contract it can’t find.
Does it cancel for us?
No. If the owner decides to cancel or cut back, it drafts the notice the way the contract asks for it, and a person sends it.
How far ahead does it start?
You set it. Many teams want 60 to 90 days before the notice date for large contracts, and 30 for small ones.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the renewals with a decision on file before their notice date. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

When does your next vendor contract renew?

Tell us how your team handles vendor contracts today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

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  • $12,500fixed, per agent
  • Yours to keepno license fees
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