📝 Smart Vendor Contract Renewal & Reminder Workflow With GPT 4.1 mini
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
-
📊 (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