Automate office tasks

Time to decide before every renewal

The terms and notice periods of your contracts sit in one place. Well before each recorded deadline a reminder arrives, so you can decide without rushing.

Who it's for
Businesses with maintenance contracts, software subscriptions, leases, and other ongoing contracts that nobody tracks in one place.
Programs
  • Email inbox
  • Contract folder
  • Contract list
  • Calendar
  • Invoices
AI
Optional
Starting point
The contracts of one area, such as software

The workflow at a glance · 5 steps

See it step by step
  1. Step 1 – Trigger: A contract is added
  2. Step 2 – AI · optional: Term and notice period are read
  3. Step 3 – Automatic: A review date is scheduled
  4. Step 4 – You decide: You choose: keep or cancel
  5. Step 5 – Result: Cancellation or next review date
  • How a task flows
  • You decide here
  • Optional
Where things stand

How it often runs today

Contracts with suppliers and service providers sit in the inbox, in folders, and sometimes only in someone's head. The calendar may show the end of the term, but not the date by which notice has to be given. Whoever signed the contract back then isn't always around. Often only the next invoice shows that a contract has renewed.

Where it gets stuck day to day

  1. Contracts are scattered across inbox and folders
  2. The calendar shows the end date, not the notice deadline
  3. The renewal is only noticed with the next invoice
  • File contracts from the inbox (between Email inbox and Contract folder)
  • Dig out the right contract (between Contract folder and you; point 1 above)
  • Look up deadlines and add them to the list (between you and Contract list)
  • Put the end date in the calendar (between you and Calendar; point 2 above)
  • Notice the renewal on the invoice (between Invoices and you; point 3 above)
  • Cancel and chase the confirmation (between you and Email inbox)
Today: You are the link between five programs.Where it gets stuck (see above)
The workflow

Step by step

This is how the workflow can look once it is set up: five steps, one of them yours.

Step 1 – Trigger: A contract is added

A new contract or a change arrives by email. It is filed in the contract folder and added to the contract list.

  • Inbox
  • Contract folder

Instead of: File contracts from the inbox

Step 2 – AI · optional: Term and notice period are read

Term, renewal, notice period, and how to give notice are read from the contract and confirmed by you once. AI can help with long contracts; otherwise you enter them in a short form. A missing deadline stays open instead of being guessed.

  • Contract folder
  • Contract list

Instead of: Look up deadlines and add them to the list

Step 3 – Automatic: A review date is scheduled

The review date is worked out backwards from the last day to give notice, leaving enough time to compare options. The person in charge gets the date along with the contract, deadline, and latest invoice.

  • Calendar
  • Contract list
  • Invoices

Instead of: Put the end date in the calendar, Dig out the right contract, Notice the renewal on the invoice

Step 4 – You decide: You choose: keep or cancel

You see contract, cost, and deadline together and decide without rushing. If no decision is made, a second reminder arrives in time.

  • Contract list

Step 5 – Result: Cancellation or next review date

For a cancellation, a letter is created from your template for you to send. The provider's confirmation is filed with the contract; if it's missing, a reminder follows. If the contract continues, the next review date is scheduled.

  • Template
  • Inbox
  • Calendar

Instead of: Cancel and chase the confirmation

What changes

The same programs, less manual work

Your programs stay. The workflow handles the work in between, and you step in where your decision is needed.

Today: You are the link between five programs.With automation: Your programs are connected. You take time to decide.

  1. Before: Searching inbox and folders for contracts

    With the workflow: All contracts are in one list

  2. Before: The calendar only shows the end date

    With the workflow: The reminder comes before the notice deadline

  3. Before: Only the invoice reveals the renewal

    With the workflow: You decide before a tracked contract renews

  4. Before: Cancelling and hoping for a confirmation

    With the workflow: The confirmation is filed with the contract

Building blocks

What the workflow is made of

Where the details come from, what connects them, and where they end up. Below: how you stay in control.

Input

  • Email inbox
  • Contract folder
  • Invoices

Processing

  • Automation that works out deadlines and sends reminders
  • OptionalAI to read long contracts

Output

  • Contract list
  • Calendar

Control

  • A deadline only counts once you have confirmed it
  • You send cancellations yourselves
  • If the provider's confirmation is missing, a reminder follows

Your data

Contracts stay in your folder. You decide which contracts are included and who is responsible. Legal questions about a clause stay with your usual legal advisor. We only use AI services with your consent.

How to start

Start small, then build out

We implement larger solutions in stages. Before you invest in expanding them, we test the first version in your business.

  1. One slice, up to your decision

    Prototype

    The ongoing contracts of one area, such as software and maintenance: recorded once, with reminders.

  2. The whole workflow, in daily use

    Put it to work

    New contracts are added automatically. Every deadline has a person in charge.

  3. More inputs and results

    Build out

    All contracts, matching against invoices, and, before each new subscription, a quick check of whether you already have something suitable.

Has a renewal ever caught you off guard?

Tell us about a contract that simply kept running. In a free intro call, we'll look at which contracts make a sensible start.

Book a free intro call