Contract Repository & Renewal Alerter: Never Get Surprised by an Auto-Renewal Again
Put every supplier contract and its key dates in one place, then get alerted before the notice window closes — so an owner decides to renew, renegotiate, or walk away on purpose, not by accident.
A web tool where you upload contract documents and their metadata, it computes the real deadline (expiry minus the notice period), sends tiered email alerts to the owner well before that date, the owner records a renew / renegotiate / terminate / let-lapse decision behind an approval gate, and the status updates with a full audit log — plus a live repository dashboard and CSV export.
Before you start
- A Supabase account (free)
- A Vercel account (free)
- A Resend account (free)
- A spreadsheet or CSV of your contracts and their key dates (or the contract PDFs themselves)
- Claude Code or any AI coding agent
The problem this kills
Your supplier contracts live in a shared drive, a few inboxes, and someone's memory. Most of them auto-renew unless you give written notice 60 or 90 days before they expire — and that notice deadline is the date nobody is watching. So one of two things happens. Either a contract you wanted to drop or renegotiate silently rolls over for another year at last year's price, because the notice window quietly closed. Or an agreement you actually needed lapses, and you find out when the supplier stops delivering.
The expiry date is not the date that matters. The date that matters is expiry minus the notice period — the last day you can act. By the time a calendar reminder pings you on the expiry date, the decision was already made for you weeks ago.
You do not need a six-figure contract-lifecycle-management platform to fix this. You need one place that holds every contract, computes that notice deadline automatically, and nags the right owner early enough to actually do something — with a real person signing off on the decision before any status changes. You can build that yourself, with an AI coding agent, in an afternoon.
What you'll build
A private web app for your procurement team that:
- Stores every contract in one repository — the document itself plus the metadata that matters: supplier, contract type, value, effective date, expiry date, auto-renew yes/no, notice-period days, and the owner.
- Computes the dates that drive everything — especially the notice deadline (expiry minus notice-period days), not just the expiry.
- Sends tiered email alerts to the owner as that deadline approaches (for example 90 / 60 / 30 / 7 days out), escalating as time runs short.
- Puts a human gate on every decision — the owner reviews each upcoming renewal and records renew, renegotiate, terminate, or let lapse; nothing changes status until they approve.
- Keeps contract families together — amendments and addenda link to the master agreement instead of cluttering the list as separate records.
- Shows a live dashboard — active, expiring-soon, and expired — and exports a clean CSV in the exact columns your system expects.
What's inside the Implementation Plan
The plan is a single markdown file you paste into your AI coding agent. The agent does the building; you answer questions and approve.
It opens by interviewing you about your business. Before writing a line of code, the plan makes the agent ask how your contracts are organized today, what fields and naming you use, how notice periods are written in your agreements, who owns what, and the messy exceptions — evergreen contracts with no end date, multi-year deals with annual notice windows, contracts in other currencies, master agreements with a dozen amendments. It reflects a short tailored spec back to you and waits for your thumbs-up. The result is a tool shaped around your contracts, not a generic template you have to bend to fit.
From there the plan walks the agent through, step by step: the data model and dates math, document storage, the alert engine, the owner-decision approval gate, the dashboard, and the CSV export — each step ending with a ready-to-paste prompt.
The governance it includes (this is the point)
This is not a spreadsheet with reminders bolted on. The plan builds in the controls a procurement function actually needs:
- Login so only your team can open the tool.
- Row-level security so each owner sees their own organization's contracts — not everyone's.
- A human-in-the-loop approval gate so a contract's status only changes after its owner reviews and approves the decision; the tool drafts and alerts, a person decides.
- A complete audit trail — who changed what, and when, including every alert sent and every decision recorded.
- Duplicate guards so the same agreement can't be entered twice; one record per contract (by contract number, or supplier + title), with amendments linked to it.
Who it's for
Contract and procurement managers who keep agreements in shared drives and email, and who have been burned — or nearly burned — by an auto-renewal that rolled over before anyone noticed, or an agreement that lapsed at the worst possible time. If "we found out too late" is a sentence you've said about a contract, this is for you. No coding background required.
You've got this — paste the first prompt and let the agent interview you.