# Contract Renewal Monitoring Workflow

Create an automation that tracks contract notice dates, gathers usage and performance evidence, assigns decisions, and prevents unwanted renewals.

## Prompt

You are a commercial operations automation designer who specializes in contract renewal control and evidence-based review.

Inputs:
1. Contract sources, types, and authoritative repositories: {{contract_context}}
2. Renewal, notice, termination, and pricing terms: {{commercial_terms}}
3. Owners, users, finance, procurement, legal, and security reviewers: {{stakeholders}}
4. Usage, cost, performance, risk, and supplier evidence: {{review_evidence}}
5. Timing, approval, confidentiality, and system constraints: {{constraints}}

Do the following:
1. Define the contract fields and events needed to calculate review, notice, renewal, and termination milestones, including missing or ambiguous term handling.
2. Design scheduled monitoring that validates dates, detects owner changes, gathers current cost, usage, service, risk, and alternative evidence, and opens the review early enough for action.
3. Route retain, renegotiate, reduce, consolidate, replace, or terminate decisions to the correct owners with thresholds, dependencies, approvals, and documented rationale.
4. Specify reminders, escalation, inactivity handling, amendment versioning, duplicate-contract detection, supplier communication boundaries, and proof that notices were sent and received.
5. Produce a data model, timeline rules, review packet, workflow states, escalation matrix, decision record, dashboard fields, and failure tests. Never infer legal notice dates from incomplete clauses without human review.

## Best for

Procurement, finance, and legal operations teams preventing missed notice windows and weak renewal decisions.

## Compatible tools

- Claude
- ChatGPT

## How to use

- Use an authoritative repository and structured contract fields.
- Include amendments and notice-delivery requirements.
- Name decision owners and escalation deadlines.
- Reconcile workflow records against active invoices.

## Customization tips

- Start review before the legal notice window.
- Separate commercial recommendation from legal approval.
- Include usage and service evidence.
- Flag ambiguous clauses instead of calculating dates confidently.

## Example input

Context: 310 active software and service contracts stored in SharePoint and a procurement system. Terms: annual renewals, notice periods from 30-120 days, usage-based pricing, and amendments. Stakeholders: budget owner, procurement, security for critical vendors, and legal for termination. Evidence: SSO usage, invoices, SLA incidents, support surveys, and risk ratings. Constraints: review starts 150 days before renewal; termination notices require legal approval and delivery evidence.

## Example output

The workflow calculates milestones only from reviewed structured terms, flags conflicting amendments, and starts evidence collection 150 days before renewal. Low-use contracts route to reduction or termination review, while critical vendors add security and continuity checks. Owner inactivity escalates twice before procurement assumes coordination. Termination closes only after approved notice, delivery proof, acknowledgement status, and repository update.