Contract Lifecycle

Flow Guide — How contracts renew, expire, conclude, or terminate over time

🎯 Purpose

Understand how a live contract moves through the rest of its life: renewal reminders, automatic renewal, expiry, conclusion, and termination — and what the system does automatically at each point. Status changes are scheduler-driven, so the portfolio stays accurate without manual updates.

✅ Benefits

Renewal reminders are sent ahead of the end date.
Auto-renew rolls the start/end dates forward and decrements the remaining renewal count.
Contracts that are not renewed become Concluded (if marked) or Expired.
A termination clause with a notice period can end a contract early, with its own notifications.
Status transitions are automatic — the dashboard, calendar, and reports always reflect current status.

📥 What You Need

A live (Active) contract with start and end dates.
Renewal settings (auto-renew, number of renewals, renewal term) if applicable.
Termination clause settings (notice period, trigger, contacts) if applicable.

🏁 Outcome

Contracts transition through their lifecycle automatically — renewed, expired, concluded, or terminated — with reminders and notifications along the way, so the portfolio always reflects current status.

Contract Lifecycle Pipeline

Prerequisites

A live (Active) contract with start and end dates
Renewal settings, if the contract auto-renews
Termination clause settings, if applicable

Contract Lifecycle Steps

Active Contract

A live contract runs against its start and end dates and is tracked by its SLAs (RAG). It stays Active until a lifecycle event changes its status.

Business Value:The baseline state — the contract is operational and being monitored.

Depends On:A contract that has gone Live with valid dates.

Enables:Renewal reminders and the end-date transition.

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Renewal Reminder

As the end date approaches, the system sends renewal reminders. Upcoming renewals and expiries also appear in the System Calendar.

Business Value:Gives owners time to decide whether to renew, renegotiate, or let the contract lapse — before it expires unnoticed.

Depends On:An Active contract nearing its end date; notification settings.

Enables:The end-date decision (Step 3).

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At the End Date — Renew, Conclude, or Expire

At the end date the contract takes one of three paths: Auto-Renew (if enabled and renewals remain — the start/end dates roll forward by the renewal term and the renewal count is decremented), Concluded (if marked concluded), or Expired (if neither applies).

Business Value:Automates the wind-down: renewals roll forward without re-keying, and contracts that end are correctly marked Concluded vs Expired.

Depends On:The end date being reached, plus the contract’s renewal/conclusion settings.

Enables:An updated status and dates; analytics reflect the change.

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Termination (Early Exit)

Independently of the end date, a termination clause with a notice period can end a contract early. The configured trigger and notice period drive termination notifications to the listed contacts.

Business Value:Captures early exits cleanly — notice periods and notifications are handled by the platform rather than tracked manually.

Depends On:A termination clause configured on the contract (notice period, trigger, contacts).

Enables:Termination notifications; the contract status updates.

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Status Reflected Everywhere

Whatever the outcome — renewed, expired, concluded, or terminated — the new status flows automatically to the Dashboard, System Calendar, and Reports.

Business Value:Keeps the whole portfolio accurate in real time, with no manual status updates.

Depends On:A lifecycle transition (Steps 3–4).

Enables:Dashboard, Calendar, and Reports views.

Result

Contracts move through their lifecycle automatically — auto-renewed, expired, concluded, or terminated — with reminders and notifications, so the dashboard, calendar, and reports always reflect current status without manual updates.