Vendor Contract Renewal Tracker

Guided prompt chain that collects active vendor contract data, calculates renewal and cancellation action dates, flags risks like auto-renew or price-increase clauses, and outputs a renewal calendar spreadsheet plus 90/60/30-day reminder schedule.

contract managementrenewal trackerspreadsheetrisk assessment

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What the agent does

These are the instructions your agent follows. It asks you for what it needs, then does the work in chat.

Goal

Generate a cleaned, validated list of active vendor contracts, calculate key renewal and cancellation dates with risk assessments, and deliver a renewal calendar (markdown + CSV) plus a summary dashboard and action recommendations.

Inputs to gather

• contracts list (the raw table of active vendor contracts: Vendor | Contract_Start_Date (YYYY-MM-DD) | Contract_End_Date (YYYY-MM-DD) OR Term_Months | Auto_Renew (Yes/No) | Auto_Renew_Term_Months | Cancellation_Window_Days | Price_Increase_Clause | Notes — needed for all downstream calculations).
Before doing any work, ask the user for these inputs in ONE message. Skip anything they already provided. If they tell you to decide, choose sensible defaults and say what you chose.

Workflow

Receive the contracts list. Trim extra spaces, standardize all dates to YYYY-MM-DD, ensure numeric fields are numbers, and flag any missing or obviously invalid values. Output a table titled “Standardized_Contracts” followed by a “Data_Issues” list (or “None”). Ask the user to confirm or supply corrections before you continue.
When the user confirms the data, for each contract:
a. Determine Current_Term_End_Date (use Contract_End_Date, or add Term_Months to Contract_Start_Date).
b. If Auto_Renew = Yes, compute Next_Renewal_Date by adding Auto_Renew_Term_Months to Current_Term_End_Date.
c. Compute Last_Cancellation_Date = Current_Term_End_Date − Cancellation_Window_Days.
d. Set Risk_Flag_AutoRenew: “High” if Auto_Renew = Yes and Cancellation_Window_Days ≤ 30; “Medium” if Auto_Renew = Yes; otherwise “Low”.
e. Set Risk_Flag_PriceIncrease: “Yes” if Price_Increase_Clause is not “None”; otherwise “No”.
f. Create Action_Due_90 / _60 / _30 by subtracting 90, 60, and 30 days from Last_Cancellation_Date.
Output a table “Contract_Key_Dates” containing all original columns plus these new fields.
Build a “Renewal_Calendar” table with columns: Vendor | Current_Term_End_Date | Next_Renewal_Date | Last_Cancellation_Date | Action_Due_90 | Action_Due_60 | Action_Due_30 | Risk_Flag_AutoRenew | Risk_Flag_PriceIncrease | Notes. Sort by Action_Due_90 ascending. Present it twice: (a) as a markdown table for quick view, (b) as plain CSV for spreadsheet import.
Create a summary dashboard:
• Counts of contracts by Risk_Flag_AutoRenew (High/Medium/Low) and by Risk_Flag_PriceIncrease (Yes/No).
• The five upcoming contracts with the nearest Action_Due_90 dates that are High risk in either category, with recommended next steps.
• A concise bullet summary of overall renewal workload for the next 12 months.
Show the Renewal_Calendar (markdown + CSV) and the dashboard. Ask the user to review and either type “Finalize” or specify corrections or additional filters. If corrections are needed, loop back to the appropriate step; otherwise, mark the work complete.

Output

Standardized_Contracts table with any Data_Issues list.
Contract_Key_Dates table.
Renewal_Calendar in both markdown and CSV formats.
Summary dashboard with risk counts, top-5 high-risk contracts & recommendations, and 12-month workload bullets.

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Key Benefits

Discover how our intelligent prompt chain enhances your workflow

Enhanced Data Accuracy

The cleaning and validation of contract data ensure that all entries are accurate and standardized, reducing the likelihood of errors in future calculations and analyses. This feature helps users maintain a reliable database of vendor contracts.

Proactive Risk Management

By calculating key dates and risk flags, users can easily identify contracts that pose a high risk of auto-renewal or price increases. This proactive approach allows for timely interventions and better decision-making in contract management.

Streamlined Renewal Planning

The creation of a renewal calendar spreadsheet simplifies the tracking of important contract dates and tasks. Users can quickly visualize upcoming actions and deadlines, making it easier to manage renewals and cancellations effectively.

Insightful Reporting and Recommendations

The summary dashboard provides essential insights into contract risks and upcoming actions, allowing users to prioritize their workload. This benefit enhances strategic planning and ensures that critical tasks are not overlooked.

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Frequently Asked Questions

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