Apexloop

Expiry without warning

A contract expires.You find out too late.

Contracts live in Excel, emails or people's heads. A contract quietly expires — a customer leaves, service continues without a valid agreement, or you miss a renewal. Apexloop monitors every date automatically and alerts you at the right time.

Start for freeSee contract monitoring demo

Where it hurts

Six reasons contracts expire unnoticed.

Dates in ExcelThe expiry date is in a cell. Nobody monitors it. Excel won't alert you.
Calendar reminderSetting one is nice in October. But what about dozens of contracts and changing tasks?
Customer leaves quietlyContract expires. Customer stops paying. You find out only when the invoice comes back two months later.
Service without a contractTechnicians service a customer whose contract expired three months ago. Awkward.
Expiry without renewalThe customer would have renewed — but nobody reached out. The contract lapsed quietly without the company knowing.
No audit trailWho last modified the contract? When was it signed? What was agreed? Nobody knows.
Real scenario

What happens without contract monitoring.

Kiwi.com. Contract worth €8,400 per year. Expired in April. Today is June.

Kiwi.com contract — €8,400 — expired on 14 April. Today is 2 June.

  1. 1

    April: nobody noticed

    The expiry date was in Excel. No alert, no email. The contract quietly expired.

  2. 2

    May: technicians kept servicing

    Customer calls with a problem. Technician shows up. Contract? Nobody checked. For free.

  3. 3

    Early June: invoice returned

    Accounts sends an invoice. Kiwi.com refuses to pay — "our contract ended in April."

  4. 4

    Company deals with 7 weeks retrospectively

    Two months of service without a valid contract. €8,400 lost renewal opportunity. Customer may leave.

Product demo

All contracts at a glance. With expiry status.

Contract database with automatically calculated days until expiry.

How it works

Set it once. Apexloop monitors it always.

Automation fires 60, 30 and 7 days before expiry. Every alert is on the contract record — with full context.

60 days before contract expiry

Apexloop checks the contracts database every day — if expiry is approaching, it triggers the flow.

Notification to the responsible sales rep

"Kiwi.com contract expires in 60 days — €8,400. Start renewal negotiations."

Contract status → "Up for renewal"

ACTION — AUTOMATICALLY — Contract status changes automatically and is visible on the dashboard and in Kanban view without any further action.

Email to customer — renewal offer

Personalised email from template: "Your contract expires on 14 July. We'd love to renew it with you."

If still nobody responded — manager notification

ESCALATION — 7 DAYS BEFORE EXPIRY — "Kiwi.com contract expires in 7 days and has not yet been renewed. Action required."

Status → "Expired" — access blocked

AFTER EXPIRY — Status updated automatically and internal alert triggered. Service without a contract cannot proceed unnoticed.

Product demo

All contracts at a glance. With expiry status.

Contract database with automatically calculated days until expiry.

No contract will ever expire without you knowing.

Set up monitoring in an hour. Apexloop takes care of the rest — automatically.

Try for freeSee automation demo
  • No credit card required
  • Set up in an hour
  • Czech support
Excel vs Apexloop

What changes

Without monitoring
Expiry in Excel — nobody watches
You find out after invoicing or too late
Service runs without a valid contract
Renewal depends on sales rep's memory
Customer leaves — nobody reached out
No audit trail — what was agreed?
vs
Apexloop logoApexloop
Automatic alerts 60/30/7 days out
Notification well before the problem
"Expired" status visible immediately
Customer email sent automatically — 30 days
Escalation if nobody responded
Full contract history in the record

What you can build

A monitor for every contract type.

Every template has triggers, emails and escalation pre-configured. Deploy in an hour.

Service contracts60/30/7 days, email
Annual software licencesRenewal, invoice
Lease agreementsDeadlines, terminations
Employment contractsProbation period, part-time
Framework agreementsB2B, SLA, partnerships
Certificates and licencesGDPR, ISO, validity dates

Custom contract type? We'll design a monitor with you on a consultation.