Every contract's renewal dates and obligations are tracked, with reminders in time to act

The AI reads each signed contract, records its notice deadline and obligations in SharePoint, and reminds the owner in time to renew, renegotiate or end it.

Used day to day by
  • Legal team
  • Contract managers

How it runs with AI

The AI reads every signed contract and records its end date, notice deadline and obligations in a register in SharePoint, each with a named owner. Owners get an Outlook reminder well before each notice deadline, and again as it nears, until they reply with a decision. Legal sees every upcoming deadline in one list.

How it is done today

Signed contracts are saved as PDFs in SharePoint, and someone in legal types the key dates into an Excel tracker when there is time. Notice periods, bank guarantee expiries and insurance renewals sit inside the clauses. Owners often hear about a renewal after the notice date has passed, and the contract rolls over on the old terms.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Reads every signed contract in the SharePoint library, and each new one as it is saved

    Needs to know: Signed contract folders

    In SharePoint

  2. Step 2, AI

    Pulls out the end date, notice period, renewal terms and each side's obligations

    Needs to know: Terms the register records, Amendments and side letters

    In SharePoint

  3. Step 3, AI

    Adds the contract to the register with an owner and reminder dates

    Needs to know: Who owns each contract, Reminder timings

    In SharePoint

  4. Step 4, AI

    Emails the owner well before each notice deadline and asks for a decision

    Needs to know: Reminder timings, Who to escalate to

    In Outlook , SharePoint

    Exception to step 4

    Reminds again as the deadline nears, then tells the legal head

  5. Step 5, Person

    Decides to renew, renegotiate or end, and legal sends any notice in time

    In Outlook

What stays with a person

  • Decides to renew, renegotiate or end, and legal sends any notice in time

Apps in this example

  • SharePoint
  • Outlook

The same flow works with the apps you use.

This fits you if

  • You hold more than 300 live contracts across companies, plants or offices
  • Signed contracts are saved in SharePoint or shared folders
  • Renewal dates live in an Excel tracker or with the person who signed
  • A contract has rolled over on old terms because the notice date passed

What to watch for

  • Whether to renew, renegotiate or end stays with the contract owner and legal. The AI reminds them and records their reply
  • Each date in the register links to the clause it came from. Notice dates are worked out by a date calculation, and someone in legal checks each new entry before its reminders start
  • Amendments and side letters can change dates, so they are saved with the main contract and read together
  • Scanned older contracts and handwritten changes need a person to check the reading

Read more

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