Remind clients about recurring survey service contracts before they lapse
Every Monday, WebRun reads recurring service contract renewal dates from Carlson Software, identifies contracts expiring in the next 60 days, drafts a personalised renewal proposal email per client in Gmail for your approval, routes approved proposals through DocuSign, and posts a renewal pipeline list to Slack so nothing lapses without a timely outreach.
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How do I automatically remind clients about recurring survey service contract renewals?
Every Monday, WebRun reads recurring service contract renewal dates from Carlson Software, drafts a personalised renewal proposal email per expiring contract in Gmail for your review, prepares a DocuSign renewal envelope ready to send once you approve, and posts a weekly renewal pipeline list to Slack so no contract lapses without timely outreach.
- No recurring survey contract lapses without a 60-day advance outreach
- Renewal proposals are personalised and drafted before you pick up the phone
- The full renewal pipeline is visible in Slack every Monday without manual tracking
Built for land surveying firms · survey firm principals · survey account managers · civil engineering client services
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.carlsonsw.comin a real browser with your saved login - no setup, no API keys. -
1
Carlson Software - read contract renewal dates
carlsonsw.com How to Automate Carlson Software
WebRun opens Carlson Software to read contract renewal dates. - Open Carlson Software and filter client records to those with recurring service contracts
- Read the contract end date, service type, annual value, and primary contact for each
- Flag contracts expiring within 60 days as requiring immediate outreach
Done when All recurring contracts expiring within 60 days are listed with their details and values.
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2
Gmail - draft renewal proposal emails for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft renewal proposal emails for review. - Draft a personalised renewal proposal email for each expiring contract
- Reference the specific survey services covered, the contract value, and the renewal date
- Leave each draft unsent for your review and approval before it goes to the client
Done when A renewal proposal draft exists in Gmail for every contract expiring within 60 days.
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3
DocuSign - prepare renewal envelope for approved proposals
docusign.com How to Automate DocuSign
WebRun opens DocuSign to prepare renewal envelope for approved proposals. - Prepare a renewal agreement envelope in DocuSign for each contract flagged for renewal
- Pre-fill the service scope, term, and pricing from the Carlson Software record
- Leave the envelope as a draft until you approve the Gmail proposal and decide to send it
Done when A renewal envelope is prepared in DocuSign and waiting for your approval to send.
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4
Slack - post weekly renewal pipeline list
slack.com How to Automate Slack
WebRun opens Slack to post weekly renewal pipeline list. - Post a weekly renewal pipeline list to the management Slack channel
- Show each client, contract value, days until expiry, and whether a proposal draft has been prepared
- Highlight contracts expiring within 30 days at the top of the list
Done when The management team has this week's contract renewal pipeline in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the renewal proposal to the client or send the DocuSign envelope automatically?
No. Both the Gmail proposal email and the DocuSign envelope are prepared but held for your approval. You review the proposal, personalise it if needed, and decide when to send. Nothing reaches a client without your sign-off.
How early does it start flagging contract renewals?
WebRun flags contracts expiring within 60 days, giving you time to prepare and negotiate. Contracts within 30 days are highlighted as urgent at the top of the Slack list.
What if a client has already confirmed renewal verbally but the contract is not yet signed?
Update the contract status in Carlson Software to mark it as renewal in progress. WebRun will keep it on the Slack list with that status so you can track whether the DocuSign envelope has been returned.
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