Contract Renewal Tracker

The Contract Renewal Tracker is a routine your Townie AI assistant runs a few times a week: it maintains a living tracker of your vendor and customer contracts — counterparty, value, renewal date, auto-renew status, and the real notice-period deadline — reading new contracts as they land in your email and alerting you before each window closes.

To: your Townie

Subject: Create me a Contract Renewal Tracker routine

Build me a routine that makes sure no contract renews, lapses, or hits a notice deadline without me knowing — so I'm never surprised by an auto-renew or a missed cancellation window.

Run it on a schedule (a few times a week is plenty), working from wherever my contracts live — a sheet, a folder of PDFs, Drive, or my inbox.

When it runs:
- Keep a living tracker of my vendor and customer contracts: counterparty, value, renewal date, auto-renew yes/no, and the notice-period deadline (the real date I have to act by, not just the renewal date).
- When a new contract or renewal notice lands in my email, read it — parse the attachment, not just the email text — and add or update the tracker.
- Alert me ahead of each notice-period deadline with enough lead time to actually decide, and flag anything that auto-renews if I do nothing.
- Call out the big-ticket and auto-renewing ones first.

A few things that matter here:
- The deadline that matters is the notice window, which is often 30–90 days before the renewal date — surface that date, not the renewal date.
- Missing a cancellation window can lock in a full year of spend, so err toward alerting early.

Output: a living contract and renewal tracker plus timely heads-up alerts before each notice deadline.

My default: maintain the tracker and send me the alerts on your own — it's internal. Flag a contract whose terms you couldn't parse rather than guessing the dates.

Before you build this, tailor it to the integrations I actually use and what you already know about me. Don't take the above at face value — ask me the critical questions that make it stronger: which tools and integrations to use, what the output should look like, and how much autonomy you should have (what to do on your own vs. check with me first).

Sent when you sign up — works as-is, or edit anything.

Get started with this routine

See it work: the cancellation window you didn't know was closing

Never miss a contract renewal or notice deadline

The date that matters is the notice deadline — it tracks that one.

How this routine works

Works with

It runs a few times a week
On a schedule you set, your Townie sweeps wherever your contracts live — a sheet, a folder of PDFs, your drive, or your inbox.
It reads the contracts themselves
New agreements and renewal notices get parsed from the attachment, not just the email text — counterparty, value, renewal date, auto-renew terms, and the notice window.
You get warned while you can still act
Alerts arrive ahead of each notice-period deadline — the real act-by date, often 30 to 90 days before renewal — with big-ticket and auto-renewing contracts called out first.

Contract Renewal Tracker FAQ

It's a routine your Townie AI assistant runs a few times a week: it keeps a living tracker of your vendor and customer contracts — counterparty, value, renewal date, auto-renew status, and the notice-period deadline — reads new contracts as they land in your email, and alerts you before each window closes, so nothing auto-renews by surprise.

No — it tracks and alerts, and the decisions stay yours. Everything it maintains is internal to you, and access is scoped to the accounts you connect. Read more in our security overview.

Because the renewal date is too late. Most contracts require notice 30 to 90 days before renewal — miss that window and you can be locked into another full year of spend. The tracker surfaces the act-by date and errs toward alerting early.

It never guesses dates. A contract that doesn't parse cleanly gets flagged for a human read, listed separately in the tracker until you confirm the terms.

Your email for incoming contracts and notices, plus wherever your agreements live — a shared drive, a folder of PDFs, or a spreadsheet. A calendar connection lets it put act-by dates where you'll see them.