contract-document-renewal – Documents & Office skill for AI agents

Contract & Document Renewal

What it is: Renewal management.

Overview

Works out the smallest useful Contract & Document Renewal setup for the business in front of it, then

builds it only when asked. The default output is a short recommendation, not a

spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on

request, from one field list so they cannot drift apart.

Layer: Layer 7: Protect. Fits: Growth stage. Table code: n/a.

When to Use This Skill

• contract tracker
• renewal calendar
• contract expiry alerts
• vendor agreement register

Also use it when the user says "renewal management", or describes the same process happening in a

spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces

empty templates only - it never holds or processes real employee or customer data.

How It Works

The upstream shared execution contract is not bundled; follow this file's

intent, placeholder-only output and target-specific external-write rules. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

> Q: When is your next renewal?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a

time, and stop as soon as the remaining answers would not change the output.

• Documents - How many contracts? / Which types? / Customers or vendors?
• Dates - Renewal date known? / Notice period? / Auto-renew or manual?
• Ownership - Who owns each? / Who signs? / Where stored?
• Current process - Is it tracked now? / Calendar or reminders? / What gets missed?
• Outcome - What do you need? / A renewal calendar, an owner list or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless

they ask, and it never carries a value the user did not give.

module: contract-document-renewal
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Documents": null
  "Dates": null
  "Ownership": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Track the renewal date, the notice deadline and the owner as one record. Set the notice date as the trigger, not the renewal date.

Why this one: Renewals are missed because the notice deadline is earlier than the renewal date. Record both and act on the earlier one.

Workflow: Contract recorded → Notice window → Reminder → Review → Renewed, amended or ended

The notice deadline is the trigger, so it has to exist as a date. This module exists because the notice

deadline falls *before* the renewal date, and Renewal Notice (Days) alone cannot be watched - a number of days

never goes red. Store the deadline in Notice Deadline and calculate it, never accept it as typed:

Notice Deadline = End Date - Renewal Notice (Days)

This subtraction is a planning example only for an explicitly confirmed calendar-

day clause. Do not count the deadline day again: subtraction already defines the

date arithmetic (2027-03-31 minus 60 days = 2027-01-30). Actual deadlines may depend

on business days, receipt/service rules, timezone, holidays, contract amendments

and jurisdiction. Record a professionally verified deadline rather than overruling

it with a generic formula; if the clause/basis is unknown, leave the deadline blank

and flag review required. Do not infer that passing a date alone legally renewed

or terminated a contract. Auto-Renew records a clause, not proof of its operation.

Status definitions must be agreed. Expiring Soon is an owner-chosen review

window, preferably before the verified notice deadline; after that deadline,

permitted action is uncertain and needs review. In Renewal means a documented

ongoing renewal process, not an executed renewal. Only set Renewed/Terminated

with confirmed evidence. The schema has no Notes field: report unresolved issues

separately or add an explicit notes field consistently when requested.

Money basis: this module does not assume that Contract Value is tax-inclusive or tax-exclusive. Record the

basis in Tax Basis and leave it Not confirmed until the user says, rather than deducing it from the currency

or the size of the number. Do not add tax rate or tax amount fields unless the user asks for tax tracking.

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the

requested artifacts. For machine-readable text, keep prose outside the data; for files,

provide a usable link. Report material validation failures or limitations separately.

**A selected Notion output is rendered by notion-manual-import, so route the

Notion step there.** When the user selects Notion, hand that step to

@notion-manual-import: it holds the CSV, the property

mapping, the import steps and the verification checklist, and it renders the Field

Reference below instead of defining a table of its own. Do not restate the mapping

here and do not improvise the import steps. Manual CSV and mapping outputs need no

connection. For requested workspace changes, follow the shared contract: verify actual

tool access and the target before writing. A user saying "connected" is not tool evidence.

Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the

text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user

requests a workbook.

A CSV carries no types, so after it, name the columns

that need a number, date or currency format applied.

Contract Title,Counterparty,Contract Type,Owner,Department,Start Date,End Date,Renewal Notice (Days),Notice Deadline,Auto-Renew,Contract Value,Tax Basis,Currency,Linked Legal Record,Status,Contract ID
Example Master Services Agreement,Example Customer Ltd,Customer,Example Owner,Delivery,2026-04-01,2027-03-31,60,2027-01-30,FALSE,120000.00,Not confirmed,INR,DOC-EXAMPLE-001,Active,CONTRACT-EXAMPLE-001

CREATE TABLE contract_document_renewal (
  contract_title VARCHAR(255),
  counterparty VARCHAR(255),
  contract_type VARCHAR(100) NOT NULL,
  owner VARCHAR(255),
  department VARCHAR(255),
  start_date DATE,
  end_date DATE,
  renewal_notice_days INTEGER,
  notice_deadline DATE,
  auto_renew BOOLEAN,
  contract_value NUMERIC(14,2),
  tax_basis VARCHAR(100) NOT NULL,
  currency VARCHAR(255),
  linked_legal_record VARCHAR(255),
  status VARCHAR(100) NOT NULL,
  contract_id VARCHAR(100) PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW(),
  -- The notice window is the whole point of this register, so the two dates must be in order.
  CHECK (end_date > start_date),
  CHECK (renewal_notice_days >= 0),
  CHECK (status IN ('Active', 'Expiring Soon', 'In Renewal', 'Renewed', 'Expired', 'Terminated')),
  CHECK (tax_basis IN ('Not confirmed', 'Tax-inclusive', 'Tax-exclusive')),
  -- Allow a verified contract-specific deadline; generic subtraction is not legal validation.
  CHECK (notice_deadline IS NULL OR notice_deadline <= end_date)
  -- Renaming a relation to text is a data decision, not a formatting one:
  -- Linked Legal Record is VARCHAR(255) naming a document reference. If the signed-document
  -- library is ever added to this build, it becomes a real foreign key then, not before.
);

CREATE INDEX idx_contract_document_renewal_status ON contract_document_renewal (status);
CREATE INDEX idx_contract_document_renewal_notice ON contract_document_renewal (notice_deadline);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Contract Document Renewal",
  "type": "object",
  "additionalP

… (full content is in the download package)