Starting point
Contracts & deadlines
Monitor contract deadlines and termination dates automatically
Every running contract gets its termination deadline calculated automatically and reports itself in time before the decisive date – in the environment already in place, whether Microsoft 365, Google Workspace or a self-hosted system. The responsible person only decides whether to renew, renegotiate or terminate.
Process architecture
From a filed contract to a timely decision.
The process reads contract terms from the company's storage, calculates the decisive termination deadline for each contract and reports it in time to the responsible person. Capture, reminder and logging run on the services the company already uses. A person always decides on the outcome, never the process itself.
01Input
Open quotes and their context come together.
The process starts with silence rather than a message: a quote that has had no answer for days. The leading system supplies the quote, its deadline and the contact, together with the correspondence already attached to the case.
2 Steps
02Process
The right message is derived from the state of the case.
The draft comes from the quote itself, not from a template full of placeholders. The rules then check whether a follow-up is allowed at all; anything outside the agreed frame goes to a salesperson.
4 Steps
03Output
The message goes out and the case stays traceable.
The follow-up sits in the same conversation as the quote, sales sees the current state without asking, and every attempt is documented on the case.
3 Steps
Source01Capture a new or existing contract
A newly filed contract or a change to an existing one triggers capture – through Microsoft SharePoint, Google Drive or the company's own document management system, depending on the environment.Details
Capture a new or existing contract
A newly filed contract or a change to an existing one triggers capture – through Microsoft SharePoint, Google Drive or the company's own document management system, depending on the environment.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Read term and deadlines
Data02Read term and deadlines
A language model reads term, termination deadline, renewal clause and counterparty from the document and fills gaps from the contract overview.Details
Read term and deadlines
A language model reads term, termination deadline, renewal clause and counterparty from the document and fills gaps from the contract overview.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Calculate the termination date
Action03Calculate the termination date
The term end and termination deadline yield the last possible date to terminate, plus the agreed lead time for an internal decision.Details
Calculate the termination date
The term end and termination deadline yield the last possible date to terminate, plus the agreed lead time for an internal decision.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check due dates
Decision04Check due dates
The process checks daily which contract falls within the agreed lead time before its termination date and distinguishes a normal reminder from a tight deadline.Details
Check due dates
The process checks daily which contract falls within the agreed lead time before its termination date and distinguishes a normal reminder from a tight deadline.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Record the decisionstandard case
- Request a decisionexception
Approval05Request a decision
The responsible person is shown the contract, the date and the current terms and decides between renewal, renegotiation or termination.Details
Request a decision
The responsible person is shown the contract, the date and the current terms and decides between renewal, renegotiation or termination.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Record the decisionafter approval
System06Record the decision
The decision taken is noted on the contract overview, including the date and, if applicable, the new term.Details
Record the decision
The decision taken is noted on the contract overview, including the date and, if applicable, the new term.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Prepare termination or renewal
- Inform the responsible people
Result07Prepare termination or renewal
For a termination a draft with the deadline is generated; for a renewal the new term is written forward in the overview.Details
Prepare termination or renewal
For a termination a draft with the deadline is generated; for a renewal the new term is written forward in the overview.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Schedule the next check
Result08Inform the responsible people
A summary at the end of each run names which contracts came due and which decision was taken.Details
Inform the responsible people
A summary at the end of each run names which contracts came due and which decision was taken.
Interfaces
- Power BI API
- Teams Webhook
Result09Schedule the next check
The next check date is set against the new or unchanged term, so no contract is checked twice or missed.Details
Schedule the next check
The next check date is set against the new or unchanged term, so no contract is checked twice or missed.
Interfaces
- Power BI API
- Teams Webhook
System landscape
The same process in three environments.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Google Drive API
Google environment: reads new and changed contract documents from the maintained folder.
- Interfaces in use
Google Sheets API
Google environment: maintains the contract overview with deadlines, ownership and decisions taken.
- Interfaces in use
REST API
Individual environment: reads contract metadata from the self-hosted document management system.
- Interfaces in use
PostgreSQL
Individual environment: maintains the contract overview with deadlines and decisions in the company's own database.
- Interfaces in use
Azure OpenAI Service
Reads unstructured contract text in the Microsoft environment, operated in a European region.
- Interfaces in use
Google Cloud Vertex AI
Reads unstructured contract text in the Google environment, operated in a European region.
- Possible apps & platforms
Microsoft SharePoint
Storage for contracts and the starting point of capture in the Microsoft environment.
- Possible apps & platforms
Microsoft Teams und Microsoft Outlook
Reminder for due termination dates and place of decision in the Microsoft environment.
- Possible apps & platforms
Google Drive und Google Sheets
Storage for contracts and the maintained overview in the Google environment.
- Possible apps & platforms
Google Chat
Reminder for due termination dates in the Google environment.
- Possible apps & platforms
Nextcloud
Storage for contracts in the self-hosted environment.
- Possible apps & platforms
Mattermost
Reminder for due termination dates in the self-hosted environment.
Implementation in context
What the process does and what it deliberately leaves to people.
The process covers only deadline monitoring, not the contract content itself. It does not negotiate, does not sign and does not terminate without a human decision; it makes sure the right date lands on the table in time.
The environment determines the tools, not the process. In a Microsoft 365 environment contracts sit in SharePoint and reminders run through Teams; in a Google Workspace environment a maintained overview in Sheets with documents in Drive is enough; in a self-hosted environment the process reads the company's own document management system. Which variant fits is decided at the start and stays the same for all contracts.
The deadline calculation follows clear rules: contract end, termination notice period and renewal clause give the last possible termination date, preceded by an agreed lead time for the internal decision. Ambiguous or hand-amended clauses are not interpreted automatically but are presented to the responsible person for review.
Contract data and terms stay inside the company's own environment. The process reads only the metadata needed for the deadline calculation, not the entire contract text for other purposes; every calculated date and every decision is logged with a timestamp.
Target picture
Every contract has a calculated termination date and a lead time in which a decision can be made. The responsible person is informed in time, not once the deadline is already tight, and makes the decision themselves. What remains on each contract is a traceable record of when and how it was decided.
Expected benefits
- Termination deadlines are calculated from the contract instead of being tracked in one person's memory.
- The responsible person receives the reminder in time before the date, with enough of a window for a real decision.
- Unwanted automatic renewals are avoided because the date can no longer be overlooked.
- The process adapts to the existing environment instead of making a system change or a new contract management tool a precondition.
- For every contract it is traceable when a reminder was sent and which decision was taken – even across staff changes.
- Ambiguous clauses are flagged and presented instead of being interpreted automatically and possibly incorrectly.
Prerequisites to start
- 01Contracts exist digitally and are stored in one place from which they can be read automatically.
- 02A maintained contract overview, or the willingness to set one up as part of the rollout.
- 03A written rule on the lead time before the termination date within which the responsible person should decide.
- 04Named ownership per contract or contract type to which the reminder should go.
- 05A decision on the environment: Microsoft 365, Google Workspace or self-hosted – and the matching access rights.
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