Automatic contract register: how not to miss a renewal
Instructions for automating contract deadline control in soffi.io
How to Set Up Automatic Contract Deadline Monitoring in soffi.io and Stop Worrying About Penalties
A guide for lawyers and operations managers who need to keep dozens—or hundreds—of contracts under control and respond promptly to “windows” for renewal.
1. What Usually Goes Wrong
When a contract lives for several years, it’s easy to forget about it. The lawyer opens the Excel register, sorts the dates, checks if any deadlines are expiring tomorrow. Hours spent—and mistakes still happen:
- •
Notice to the supplier sent late → penalty for delay;
- •
The price indexation window missed → increased costs;
- •
Missed termination → supplier moves to a competitor.
The goal is to eliminate manual checks and put reminders on autopilot.
2. Preparing the Data
| Excel Field | Description | Format |
|---|---|---|
contract_id | Unique contract number | Text/number |
контрагент | Supplier / partner | Text |
end_date | Contract end date | YYYY-MM-DD |
notice_days | Days in advance written notice is required | Integer |
ответственное лицо | Person responsible for notices and renewals | Text / email |
Tip: store dates in ISO format (2025-11-30)—this way both Excel and soffi.io read them correctly.
3. Connect the Table to soffi.io
- 1.
In your account, click “Add Source” → Google Sheets / Excel Online.
- 2.
Select the file with the
contractssheet. - 3.
Grant the service “read-only” access—edits will be made in a copy.
4. Create a Deadline Monitoring Scenario
- 1.
Filter for Critical Rows
WHERE end_date - today() <= notice_daysThe system will only return contracts where the notice “window” has opened or is closing.
- 2.
Grouping by Responsible Person
GROUP BY ответственное_лицо COUNT contract_id AS pending_count - 3.
Calculate Last Notification Day
CALCULATE last_notification_date = end_date - notice_days - 4.
Visual Highlighting
Rows wheretoday() > end_date: highlight in red—these are overdue. - 5.
Reminder Email Template
Subject: [Contract #%contract_id] — Renewal Window Open Until %last_notification_date% Hello, %ответственное_лицо%! There are %days_left% days left until the termination/indexation date for the contract with %контрагент%. Please review the terms and send a notice to the counterparty. Contract file: [link] -- soffi.io bot
5. Setting the Schedule
- •
Frequency: once a week, Monday morning (07:30)—the lawyer will have time to plan the work.
- •
Channel: send an email to corporate inbox + notification in Slack channel #legal.
- •
Deadline: 2 minutes to execute—the service works without office servers.
6. Test Drive Before Launch
- 1.
Copy the
contractssheet and move the dates up by a couple of weeks to simulate “urgent” cases. - 2.
Run the scenario manually (“Check Now”)—you should receive a reminder email.
- 3.
Update statuses to make sure overdue entries disappear from the report.
7. What to Do After Implementation
| Month | Action | Why |
|---|---|---|
| 1st | Reconcile contract list with 1C / ERP | Remove duplicates and “dead” entries |
| 2nd | Add an indexation_rate column | soffi.io will indicate where price review is due |
| 3rd | Connect PowerBI / Looker Studio | Build quarterly dashboards on renewals |
| 6th | Share the template with other depts | Finance can monitor bank guarantees |
8. Economic Impact
- •
-3 to -4 hours of manual checks monthly (≈ 40 hours per year).
- •
0 missed deadlines—notifications arrive in advance.
- •
No penalties for late termination/indexation.
- •
Increased transparency—management sees who renewed which contract and when.
9. Frequently Asked Questions
| Question | Answer |
|---|---|
| Can the counterparty be notified automatically? | Yes. Add a “Send Email” step with a template and address from the supplier directory. |
| How do I protect the register from accidental changes? | Give “view-only” access in soffi.io and make edits in the master file. |
| What if a contract has several windows—renewal and price indexation? | Add separate columns for renew_notice_days, price_index_notice_days, and create two scenarios with different filters. |
10. Summary
Automatic monitoring in soffi.io turns a routine “contract calendar” into a transparent reminder service. You configure filters and schedule once—then the system tracks dates, sends emails, and highlights overdue items. The lawyer gets more time for negotiations, and the business saves on penalties and keeps good relationships with partners.
Try setting up your register according to the guide and see how easy it is to stop worrying about “missed” contracts. Full details at soffi.io