How to Build a Contract Renewal System (Regardless of Your Tech Stack)

Whether you are trying to force SharePoint to send you notifications, using HubSpot deals to track dates, or managing everything in a CRM, the core logic remains the same.

If you’re missing deadlines or getting hit by “gotcha” vendor contract-renewals, the problem isn’t necessarily your software—it’s that your system isn’t accounting for the decision date. 

So, here is how to build a proactive renewal engine that works, no matter what tools you’re currently using.

1. Centralize Your Contract Metadata 

You can’t manage what you can’t see. The first step to a renewal system isn’t a calendar; it’s a searchable repository.

• The Action: Every contract must be tagged with: Expiry Date, Notice Period (e.g., 30, 60, or 90 days), and Auto-Renewal Status.

• The Context:

• • In Excel/SharePoint: This means adding specific columns that you actually keep updated.
• • In a CRM: This means custom fields on the “Account” or “Deal” level.

2. Define Your “Decision Windows”

A common mistake is setting a reminder for the day a contract expires. By then, it’s too late.

• The Logic: If a contract has a 30-day notice period, your “Decision Window” should open at least 90 days before expiry.

• The Tool Context: You need a system that can calculate Expiry Date - Notice Period - 60 Days. If your current tool can’t do date-based math, you’ll always be behind.

3. Create a Tiered Renewal Workflow

Not all renewals are created equal. You shouldn’t spend the same amount of time on a $500 software subscription as you do on a $500k office lease.

• Tier 1 (High Value): Requires a formal review 4 months out.

• Tier 2 (Standard): Requires a quick “thumbs up” from the department head.

• Tier 3 (Low Value): Set to auto-approve unless a “cancel” flag is raised.

4. Assign Ownership & Accountability

A system without an owner is just a list.

• The Action: Every contract needs a designated “Relationship Owner.”

• The Tool Context:  

• • In HubSpot/Salesforce: Assign a “Task” to the Account Executive.
• • In SharePoint: Use Power Automate to send an email to the “Created By” user.

• The Automation Angle: To remove the manual follow-up entirely, you can simplify your renewal process with AI to automatically surface key dates and trigger alerts without human intervention

The Bottom Line

Remember, the goal isn’t just to “not miss a date”—it’s to give your team the time and data they need to negotiate from a position of strength. 

Whether you’re hacking together a solution in a spreadsheet or leveling up to a dedicated contract renewal tool, shifting your focus from “Expiration” to “Decision” is what changes the game.