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Which contracts are expiring soon?

Never miss a renewal window. Renegotiation packet ready 60 days out.

Business insightFinanceWeekly Monday 9am scan; emergency report if any high-value contract has <14 days notice deadline.
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Free to startNo credit card requiredUpdated Apr 2026

You'd think this needs a contracts manager — Astra scans every PDF, email, and QuickBooks invoice and tells you 90 days before each one auto-renews.

The short answer

Astra scans every contract source weekly and flags expirations 90 days out. She pulls contract metadata from 4 sources: (1) QuickBooks vendor records with explicit term/renewal fields, (2) Notion contracts database if you maintain one, (3) Gmail search for 'contract', 'renewal', 'agreement', 'effective date' attachments parsed for dates, (4) DocuSign or PandaDoc completed envelopes with terms. She extracts vendor, monthly amount, end date, auto-renewal clause, and notice period. Anything expiring or auto-renewing in the next 90 days lands on the report. For each, she prepares a renegotiation packet: current spend, alternatives quoted (top 3 competitors with pricing), usage data showing if you're getting value, and a draft renegotiation email. Weekly Monday Lark report. Most teams cut 15-25% off vendor spend in year 1 just by renegotiating before auto-renewal locks them in for another year.

How Astra actually does it

  1. 1
    Scan all contract sources

    QuickBooks vendor records, Notion contracts database, Gmail search for contract attachments (parsed via OCR), DocuSign/PandaDoc envelopes. Build unified contract registry.

    QuickBooksNotionGmailDocuSign
  2. 2
    Extract terms and dates

    Per contract: vendor, monthly amount, term length, end date, auto-renewal clause, required notice period to terminate. Flag anything missing for manual review.

  3. 3
    Flag 90-day expirations

    Anything ending or auto-renewing in 90 days = renewal window. Sort by dollar value × notice period urgency. Top of list: high-value contracts with short notice deadlines.

  4. 4
    Prepare renegotiation packet per contract

    Current spend, alternatives (top 3 competitors with pricing pulled from G2/Capterra), your usage data showing value, draft renegotiation email asking for X% discount.

  5. 5
    Weekly report + calendar reminders

    Monday Lark: contracts expiring next 90d, packet ready per contract. Google Calendar reminders 60d, 30d, 14d before each notice deadline.

    LarkGoogle Calendar

What it looks like in chat

Which contracts are expiring soon?
Astra
**6 contracts expiring or auto-renewing in next 90 days. Total annual value: $87,400.** **1. Datadog — $890/mo, $10,680/yr — auto-renews May 12 (notice deadline: April 28).** ⚠️ 2 days left. **Packet ready:** New Relic quoted $620/mo, your APM usage is below 40% of plan. Draft email asks for 25% discount or you switch. Reply 'send' to ship today. **2. HubSpot — $2,400/mo, $28,800/yr — auto-renews June 1 (notice deadline: May 1).** Packet ready: ActiveCampaign quoted $1,400/mo for similar features. Your usage data shows you don't use 4 modules you're paying for. Renegotiation ask: 30% discount + drop 2 modules. **3. AWS Reserved Instances — $4,200/mo, $50,400/yr — expires July 15.** Packet: switch to compute savings plan = $3,400/mo, save $9,600/yr. **4. Notion — $260/mo, $3,120/yr — auto-renews June 30.** Low priority — fair pricing, just confirm renewal. **5. Webflow — $48/mo, $576/yr — auto-renews May 22.** Trivial. Auto-approve. **6. Cloudflare Pro — $200/mo, $2,400/yr — expires July 1.** Migration to free tier saves $200/mo if you don't need WAF. **Reply 'execute all' for one-click on each, or pick. Datadog is urgent — 2 days left.**
What you get back

Weekly Monday Lark report: contracts expiring next 90 days, renegotiation packet per contract, calendar reminders for notice deadlines.

Cadence

Weekly Monday 9am scan; emergency report if any high-value contract has <14 days notice deadline.

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Frequently asked questions

What if my contracts aren't in any of those systems?

She'll do a one-time 'contract intake' — you upload PDFs to a Notion database she creates. After that the system runs automatically. For ongoing capture, she'll auto-pull any contract emailed to you with a date pattern, plus DocuSign/PandaDoc completed envelopes. Catches ~95% of new contracts after 30 days.

How accurate is OCR on PDF contracts?

She uses GPT-4 vision for contract parsing with ~92% accuracy on standard SaaS terms. For complex contracts (master service agreements, custom enterprise) she flags fields she's <80% confident on for manual review. Critical fields (renewal date, notice period, auto-renewal clause) get double-checked against the original.

Can she actually send the renegotiation emails?

Default is draft-only — emails land in Gmail drafts for your review. Vendor renegotiations are relationship-sensitive; tone matters. She'll draft 2 versions per contract (cordial + firm) and you pick. After 3 successful renegotiations she's calibrated to your style and you can flip to auto-send for low-stakes ones.

What if I miss the notice deadline?

She sends Lark + email alerts at 60d, 30d, 14d, and 3d before each deadline. If you still miss it, the contract auto-renews — but she'll tell you immediately and start a 12-month renegotiation prep so you don't miss the next window. Lost-window contracts get tagged 'priority renegotiation' for next year.

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