The best workflow is the one that actually gets followed. Keep it simple and make ownership unavoidable.
Why most contract workflows fail
Teams create elaborate processes with multiple approval stages, detailed checklists, and complex routing rules. Then reality hits — people skip steps, use workarounds, and the process breaks down.
The fix isn't more process. It's less process, done consistently.
A simple 4-step workflow
Step 1: Intake
Every new contract enters through one place. No more contracts living only in someone's inbox or desktop folder.
- Upload the signed agreement
- Add basic info: vendor, value, dates
- Let AI extract what it can
Step 2: Review and extract key terms
Before a contract is "active," someone reviews the key terms:
- Renewal date and notice period
- Auto-renew language (yes/no)
- Pricing and payment terms
- Any unusual clauses
This takes 5-10 minutes per contract and prevents surprises later.
Step 3: Assign ownership
Every contract needs an owner. This person is responsible for:
- Monitoring the contract status
- Responding to renewal alerts
- Making or escalating renewal decisions
No owner = no accountability = surprise renewals.
Step 4: Automated alerts
Set up alerts that fire automatically:
- 90 days before notice deadline
- 60 days before notice deadline
- 30 days before notice deadline
Route these to the contract owner via email. If you use Slack, send them there too.
Making it stick
The workflow only works if people follow it. A few tips:
- Make it the path of least resistance — if it's easier to follow the process than skip it, people will follow it
- Start with high-value contracts — get the important ones right first
- Review monthly — look at what's coming up and what got missed
Conclusion
A simple workflow beats a complex one. Get contracts into one place, extract key terms, assign owners, and automate alerts. That's it.