Monitor expiring contracts daily, fetch client data from GoHighLevel, filter those due within 10 days, send personalized renewal emails via Gmail, notify account managers on Slack, and log results in Google Sheets.
Automates the entire renewal workflow from data retrieval to outreach and logging. It identifies expiring contracts in GoHighLevel and validates required fields (Contract End Date and Account Manager). It sends personalized renewal emails via Gmail, posts notifications in Slack, and records activity in Google Sheets.
Key actions the AI agent performs to ensure timely renewals.
Fetches client data from GoHighLevel and identifies contracts expiring within the configured window.
Validates required fields (Contract End Date and Account Manager) before proceeding.
Filters expiring contracts to the 10-day window and formats essential details (name, email, expiry date).
Sends personalized renewal reminders to clients via Gmail.
Notifies account managers in Slack with full client and renewal details.
Logs every reminder and timestamp to Google Sheets for auditing and analytics.
Before the AI agent, renewal tasks were scattered across emails, spreadsheets, and manual reminders, causing missed deadlines and inconsistent messaging. After deployment, renewal actions are standardized and traceable, improving accuracy and timing.
A simple three-step flow that non-technical users can follow.
The AI agent connects to GoHighLevel, retrieves contracts expiring within the configured window, and validates required fields.
The agent formats client data, sends personalized Gmail reminders, and posts concise renewal details to Slack.
The agent writes reminder records to Google Sheets and generates a daily summary of activity.
One realistic scenario showing task, time, and outcome.
Scenario: A mid-sized SaaS vendor has 3 contracts expiring within 8 days. The Renewal Alerts AI Agent connects to GoHighLevel, retrieves the 3 records, validates required fields, and sends personalized Gmail reminders to each client. It posts a summary and individual renewal details to the Slack channel for the account managers and logs all actions to Google Sheets. The result is 3 completed reminders, clear client feedback, and a centralized audit trail for reporting.
One supporting sentence.
Receive timely, complete renewal details to act quickly.
Get centralized visibility into upcoming renewals and client sentiment.
Automate tracking and reporting of renewal activities.
Identify renewal opportunities early and coordinate outreach.
Scale renewal operations across many clients with consistency.
Maintain a clear audit trail for contractual revenue.
One supporting sentence with short explanation.
Source client data and contracts from CRM; validate fields before outreach.
Send automated, personalized renewal emails to clients.
Deliver real-time renewal details to account managers and teams.
Log reminders and generate performance analytics.
One supporting sentence with short explanation.
One supporting sentence with short explanation.
The AI agent processes client records from GoHighLevel, including contract end dates and account manager assignments. It uses Gmail to send emails, Slack to post notifications, and Google Sheets to log reminders. All data handling follows the configured integration permissions and security settings. The agent does not alter source data in GoHighLevel; it only reads and uses the information to drive outreach and logging. If you need stricter data controls, you can adjust field mappings and access tokens. Regular audits ensure compliance.
Access is restricted by OAuth credentials for Gmail, Slack, and Google Sheets, and by API permissions in GoHighLevel. Tokens can be rotated, and scopes limited to necessary data. The workflow runs in your environment, so no data leaves your accounts unless output is intended for Gmail, Slack, and Sheets. You can enforce logging disclosures and review credentials periodically.
Yes. The 10-day window is configurable in the code node or settings panel. You can adjust daysUntilExpiry to fit your renewal cycle. Changes apply to all subsequent automated reminders after deployment. If you need different windows per client segment, you can implement conditional rules.
If a Gmail send fails, the system records the failure in Google Sheets and retries according to a defined policy. Slack notifications include error notices, so account managers are aware of issues. The logs capture timestamps, error codes, and client details to support debugging. You can set up alerting for persistent failures to trigger manual intervention.
The architecture is designed to connect GoHighLevel in this template, but the pattern can be extended to other CRMs with equivalent data fields. GoHighLevel-specific data migrations would be required for full compatibility. For other tools, you would map fields like Contract End Date and Account Manager to the respective CRM. The scheduling, Gmail, Slack, and Sheets components can be reused with new data sources.
Yes. You can configure OAuth2 credentials for the Gmail account you want to use. If you operate across multiple brands, you can segment communications by policy and channel. The agent logs the Gmail identity alongside each email in Google Sheets for traceability.
Test by simulating expiring contracts with a small dataset. Verify data validation, review formatted email content, and confirm Slack posts are posted to the correct channel. Check that logs in Google Sheets reflect each test action. Run a dry-run to validate the end-to-end flow without sending real emails or messages.
Monitor expiring contracts daily, fetch client data from GoHighLevel, filter those due within 10 days, send personalized renewal emails via Gmail, notify account managers on Slack, and log results in Google Sheets.
