📝 Smart Vendor Contract Renewal & Reminder Workflow With GPT 4.1 mini
📝 Smart Vendor Contract Renewal & Reminder Workflow With GPT 4.1 mini Watch the demo video below: Never miss a vendor renewal again! This smart workflow automatically tracks expiring contracts, reminds your finance team via Slack, and helps initiate renewal with vendors through email — all with built-in approval and logging. Perfect for managing both auto-renew and manual contracts. 📌 Who’s it for This workflow is designed for Finance and Procurement teams responsible for managing vendor/service contracts. It ensures timely notifications for expiring contracts and automates the initiation of renewal conversations with vendors. ⚙️ How it works / What it does ⏰ Daily Trigger Runs every day at 6:00 AM using a scheduler. 📄 Retrieve Contract List Reads vendor contract data from a Google Sheet (or any data source). Filters for contracts nearing their end date, using a Notice Period (days) field. 🔀 Branch Based on Renewal Type Auto-Renew Contracts: Compose a Slack message summarizing the auto-renewal. Notify the finance contact via Slack. Manual Renewal Contracts: Use an OpenAI-powered agent to generate a meaningful Slack message. Send message and wait for approval from the finance contact (e.g., within 8 hours). Upon approval, generate a formal HTML email to the vendor. Send the email to initiate the contract extension process. 📊 (Optional) Logging Can be extended to log all actions (Slack messages, emails, approvals) to Google Sheets or other databases. 🛠️ How to set up Prepare your Google Sheet Include the following fields: Vendor Name, Vendor Email, Service Type, Contract Start Date, Contract End Date, Notice Period (days), Renewal Type, Finance Contact, Contact Email, Slack ID, Contract Value, Notes. Sample: https://docs.google.com/spreadsheets/d/1zdDgKyL0sY54By57Yz4dNokQC_oIbVxcCKeWJ6PADBM/edit?usp=sharing Configure Integrations 🟢 Google Sheets API: To read contract data. 🔵 Slack API: To notify and wait for approval. 🧠 OpenAI API (GPT-4): To generate personalized reminders. ✉️ Email (SMTP/Gmail): To send emails to vendors. Set the Daily Scheduler Use a Cron node to trigger the workflow at 6:00 AM daily. ✅ Requirements | Component | Required | |----------------------------------|----------| | Google Sheets API | ✅ | | Slack API | ✅ | | OpenAI API (GPT-4) | ✅ | | Email (SMTP/Gmail) | ✅ | | n8n (Self-hosted or Cloud) | ✅ | | Contract Sheet with proper schema| ✅ | 🧩 How to customize the workflow Adjust Reminder Period**: Modify the logic in the Find Expiring Vendors node (based on Contract End Date and Notice Period). Change Message Tone or Format**: Customize the OpenAI agent's prompt or switch from plain text to branded HTML email. Add Logging or Tracking: Add a node to append logs to a **Google Sheet, Notion, or database. Replace Data Source: Swap out Google Sheets for **Airtable, PostgreSQL, or other CRM/database systems. Adjust Wait/Approval Duration**: Modify the sendAndWait Slack node timeout (e.g., from 8 hours to 2 hours). 📦 Optional Extensions 🧾 Add PDF contract preview via Drive link 🧠 Use GPT to summarize renewal terms 🛠 Auto-create Jira task for contract review. An n8n automation workflow template by Trung Tran.
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