Automate Contract Renewals: Drive PDFs → Gemini, Sheets, Gmail & Slack

Automate contract renewals from Google Drive PDFs—extract terms with Gemini, track in Sheets, and alert via Gmail + Slack

This n8n workflow scans a Google Drive folder for new contract PDF files on a weekly schedule, uses the Gemini API to extract key renewal terms, updates a Google Sheets contract registry, and sends renewal alerts through Gmail and Slack—plus a weekly digest email.

What this workflow does

• Runs weekly (or manually for testing): Loads configuration values such as the Drive folder ID, Google Sheet ID, alert email, and Slack channel.
• Detects new contracts: Searches the target folder for PDFs and compares them against the existing records in Google Sheets.
• Extracts renewal terms with Gemini: Downloads each new PDF, reads its text, and calls the Gemini API to extract structured contract renewal details.
• Maintains a single contract registry: Appends new contract records to the Google Sheets Registry and merges them with existing entries.
• Calculates urgency and risk: Computes days-to-renewal, assigns urgency tiers (90/60/30/notice_passed), and flags short-notice auto-renewals.
• Sends targeted alerts: Filters contracts that entered a new alert tier since the last run, then generates a one-page renewal briefing.
• Notifies stakeholders: Sends the briefing via Gmail, posts a renewal notification to Slack, and updates the registry with the last alerted tier.
• Delivers a weekly digest: Builds a portfolio summary (tracked contracts, new contracts, alerts sent, items needing review) and emails it; also logs the run to a RunLog sheet.

Use cases

• Renewal teams tracking vendor and customer contracts without missing notice windows.
• SaaS operators managing auto-renew agreements across multiple stakeholders.
• Automation engineers deploying a consistent, auditable contract registry in Google Sheets.

Technical details

• Integrations: Google Drive, Google Sheets, Gmail, Slack.
• Gemini API: Extracts structured renewal terms from contract PDF text.
• Workflow logic/nodes mentioned: if, set, code, no op, merge, gmail.
• Required setup: Create a Google Sheet with a Registry tab (and a RunLog tab for logging).