In many service-based companies, contracts are not just legal documents—they are the foundation of billing, operational continuity, and relationships with clients and suppliers. However, despite their strategic importance, contract lifecycle management remains one of the most neglected processes.
Spreadsheets, manual reminders, and periodic reviews “when there’s time” are still common practices. The problem arises when the company grows, the number of contracts increases, and a simple oversight can lead to service interruptions, forced renegotiations, or legal risks.
This article presents a success case in which we helped a service company fully automate contract tracking and renewals, eliminating oversights, reducing administrative workload, and restoring control to the legal and operations teams.
The context: many contracts, little room for error
The company was managing dozens of active contracts simultaneously. Each contract had its own specific characteristics:
- Different start and end dates.
- Specific renewal conditions.
- Service-level agreements (SLAs) tied to the service.
- Different internal owners.
- Multiple versions of contractual documentation.
Tracking was handled mainly through shared spreadsheets and periodic reviews by the legal and operations teams.
This approach, although common, caused several issues:
- Missed expiration dates, especially during workload peaks.
- Renewals initiated too late.
- Risk of service interruptions.
- Lack of visibility into the real status of contracts.
- Excessive time spent on low-value tasks.
As the business grew, operational risk grew with it.
The goal: proactive control without more manual work
When the company contacted us, the objectives were clear:
- Never miss a contract expiration again.
- Have advance visibility into upcoming renewals.
- Reduce administrative workload.
- Improve document organization.
- Integrate the process with existing tools.
They were not looking for a complex legal platform, but rather a simple and reliable way to automate a critical process.
The solution: automating the contract lifecycle
At MyTaskPanel Consulting, we designed a custom automation solution based on n8n, tailored to the company’s real operational needs.
The focus was not just on generating alerts, but on automating the entire contract lifecycle—from tracking to renewal and archiving.
Centralizing contract information
The first step was identifying where contract information was stored: document repositories, shared folders, or internal systems.
The automated system began extracting and structuring key data such as:
- Expiration date.
- Internal owner.
- Type of service.
- Renewal conditions.
- Associated client or supplier.
All this information was centralized in a structured, always up-to-date database.
Automatic alerts before each expiration
One of the biggest risks was the lack of timely reminders. To solve this, a system of staggered automatic alerts was implemented:
- 30 days before expiration.
- 15 days before.
- 5 days before.
Notifications are automatically sent to the appropriate stakeholders, completely eliminating reliance on manual reminders.
Automatic tasks for review and renewal
In addition to alerts, the system automatically creates tasks for each contract nearing expiration:
- Review of current conditions.
- Evaluation of SLA compliance.
- Preparation of renewal drafts.
This shifts the process from reactive to planned and predictable.
Document control and organization
Automation also solved document management challenges:
- Renewed contracts are saved automatically.
- Previous versions are archived.
- Documents are synchronized with Drive, ERP, or legal tools.
- A clearly identified, valid version is always available.
Results: direct and measurable impact
Since implementing the system, the results have been clear:
1. Zero unmanaged expirations
100% elimination of missed deadlines thanks to automatic alerts.
2. Time savings
More than 15 hours per month freed up across the legal and operations teams.
3. On-time renewals
A 35% improvement in renewals completed within the proper timeframe.
4. Full control
Real-time access to well-organized contract information.
Strategic benefits for management
Beyond operational improvements, management gained:
- Greater visibility into critical contracts.
- Reduced legal risk.
- More predictable and scalable processes.
- A more professional approach to contract management.
This success case shows that automating contract tracking and renewals does not require large platforms or complex changes. A well-designed automation can eliminate oversights, save time, and return control of a critical process to the business.
Want to avoid risk and gain control over your contracts?
At MyTaskPanel Consulting, we help companies automate key processes, reducing administrative workload and operational risk. Contact us and discover how a tailored automation solution can make a real difference in your organization.
