Automate vendor contract renewals & reminders with GPT-4.1 mini, Slack & Gmail

📝 Smart Vendor Contract Renewal & Reminder Workflow With GPT 4.1 mini Watch the demo video below: !Watch the video 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 1. ⏰ Daily Trigger - Runs every day at 6:00 AM using a scheduler. 2. 📄 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. 3. 🔀 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. 4. 📊 (Optional) Logging - Can be extended to log all actions (Slack messages, emails, approvals) to Google Sheets or other databases. 🛠️ How to set up 1. 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/1zdDgKyL0sY54By57Yz4dNokQCoIbVxcCKeWJ6PADBM/edit?usp=sharing 2. 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. 3. 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