Took over a messy problem: fixing years of contract renewals relying on manual follow-ups. Two weeks later, we have a new ai-augmented process with a working system.
Here's how it works.
❕The Problem:
→ Renewals were everywhere and nowhere.
→ RevOps was supposed to check which contracts were renewing and chase the responsible person.
→ No notifications, no clear ownership assigned.
→ No process or automations built.
→ And worse: some contracts even quietly expired.
💡 The Solution
A process that assigns accountability and ensures no renewal is missed.
Actionable notifications. One tracking sheet. One automation system.
How it works:
Step 1: Contract tool sends a reminder
Months before a contract expires, the system gets alerted automatically. Instead of paying an expensive API - we capture the native notifications from the email to start the automation process.
Step 2: A case is logged
Every reminder becomes one tracked case. Company name. Contract date. Status. Owner assigned.
Step 3: The right owner is identified
AI enriches the company so we can find a match to a company in our CRM. Then AI assigns ownership on a renewal case to a commercial leader, based on predefined rules. If it matches - automatic assignment. If something's unclear - flagged for manual review.
Step 4: Owner gets a Slack message
A clear request with all information they need. "This renewal is yours. Confirm or reject ownership." And follow-up reminders until it's done or it reaches a deadline. The deadline... a few weeks before the contract expires.
Step 5: They take action
Talk to the customer. They fill out the final decision: renew or terminate. Or they can inform Legal of their decision - either way, the case will close.
Step 6: Manage the escalations
If the case owner doesn't respond? They rejected ownership? Escalation happens automatically. The case is alerted. It can get reassigned. And it's all shared in a dedicated Slack channel.
Every message is actionable, with Human-In-The-Loop option that allows the process to move forward:
→ Reassign case
→ Add a note
→ What's the resolution?
What changed with this approach?
Before: Hours finding owners. Renewals lost between systems. One person held all the knowledge.
Now: Automatic routing. Everything tracked in one place. The process knows.
The Results
✓ Zero missed renewals
✓ Zero manual chasing
✓ Clear accountability on day one
✓ Full legal visibility
✓ Automatic escalation
✓ Structured follow-up
The system isn't complicated. It's just clear.
It chases down everyone until a case is closed.
That's where RevOps makes a dent. Not in being optimistic about people, but in building systems that ensure things get done.
Oh and the engineering of it?
Not trivial - I used to charge clients thousands for these builds - but it gets easier as you know what you need and have the right tools to build. In my case, I did the magic with relay.app/?via=ivan
I've been using it since '23 - don't wait another year to try it 👀 (Link below)