{"workflow":{"id":14155,"name":"Send contract renewal reminders from HubSpot via Gmail and Slack alerts","views":5,"recentViews":0,"totalViews":5,"createdAt":"2026-03-18T12:19:51.288Z","description":"## How it works \nThis workflow runs on a schedule to monitor HubSpot deals with upcoming contract expiry dates. It filters deals that are 30, 60, or 90 days away from expiration and processes each one individually. Based on the remaining days, it sends personalized email reminders to contacts via Gmail. It also notifies account managers in Slack and creates follow-up tasks in ClickUp for tracking.\n\n## Step-by-step \n\n- **Schedule and filter expiring deals** \n - **Schedule Trigger** – Runs the workflow at defined intervals. \n - **Get all deals** – Fetches deals and contract expiry data from HubSpot. \n - **Filter Deals** – Calculates days left and keeps only 30, 60, or 90-day expiries. \n\n- **Process deals and fetch contacts** \n - **Loop Over Deals** – Iterates through each filtered deal. \n - **Fetch Associated Contact With Deal** – Retrieves linked contact IDs via API. \n - **Get Contact Details** – Pulls contact email and basic info from HubSpot. \n\n- **Route and send reminder emails** \n - **Switch** – Routes deals based on days left (30, 60, 90). \n - **30 day mail** – Sends urgent renewal reminder via Gmail. \n - **60 day mail** – Sends friendly renewal notification email. \n - **90 day mail** – Sends early awareness email. \n - **Merge** – Combines all email paths into a single output. \n\n- **Notify team and create follow-ups** \n - **Nofity Account Manager** – Sends Slack alert with deal and contact details. \n - **Create Follow-up Task** – Creates a ClickUp task for renewal tracking. \n\n## Why use this? \n\n- Prevent missed renewals with automated tracking and alerts \n- Improve customer retention through timely communication \n- Reduce manual CRM monitoring and follow-ups \n- Keep teams aligned with Slack notifications and task creation \n- Scale contract management without increasing workload ","workflow":{"meta":{"instanceId":"c91c5b6efe2709e07c37996245857ac5d863d575d07e0072127351337c204c40","templateCredsSetupCompleted":true},"nodes":[{"id":"babada84-5bb8-4822-900b-5b8d315f35fb","name":"Schedule Trigger","type":"n8n-nodes-base.scheduleTrigger","position":[20400,5712],"parameters":{"rule":{"interval":[{}]}},"typeVersion":1.3},{"id":"dafebf5d-c8e4-4363-9754-c949900cd864","name":"Switch","type":"n8n-nodes-base.switch","position":[21664,5520],"parameters":{"rules":{"values":[{"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"loose"},"combinator":"and","conditions":[{"id":"737e9347-01e4-40ac-ae41-d695781d5978","operator":{"type":"number","operation":"equals"},"leftValue":"={{ $('Loop Over Deals').item.json.daysLeft }}","rightValue":30}]}},{"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"loose"},"combinator":"and","conditions":[{"id":"dbf65d57-ffa0-4599-ab97-1cf49935b4c0","operator":{"name":"filter.operator.equals","type":"string","operation":"equals"},"leftValue":"={{ $('Loop Over Deals').item.json.daysLeft }}","rightValue":"60"}]}},{"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"loose"},"combinator":"and","conditions":[{"id":"ca48b087-ac38-4fe9-bcd3-1a66c9c82a4b","operator":{"name":"filter.operator.equals","type":"string","operation":"equals"},"leftValue":"={{ $('Loop Over Deals').item.json.daysLeft }}","rightValue":"90"}]}}]},"options":{},"looseTypeValidation":true},"typeVersion":3.4},{"id":"e6351f9d-dfdd-4d22-9c57-c0516e3cc746","name":"Merge","type":"n8n-nodes-base.merge","position":[22112,5520],"parameters":{"numberInputs":3},"typeVersion":3.2},{"id":"94742aac-f36c-49d5-82a1-34f15becc486","name":"30 day mail","type":"n8n-nodes-base.gmail","position":[21888,5344],"webhookId":"YOUR_GMAIL_WEBHOOK_ID","parameters":{"sendTo":"={{ $json[\"identity-profiles\"][0].identities[0].value }}","message":"=\n\n\n

Urgent: Contract Expiring Soon

\n\n

Hi {{ $json.properties.hs_full_name_or_email.value }},

\n\n

\n This is an important reminder that your contract for \n {{ $('Loop Over Deals').item.json.dealName }} is expiring in just \n {{ $('Loop Over Deals').item.json.daysLeft }} days.\n

\n\n

\n To avoid any disruption in service, we recommend renewing your contract as soon as possible.\n

\n\n

\n Please let us know a convenient time to discuss or proceed with renewal.\n

\n\n
\n\n

\n Action required: Please respond at your earliest convenience.\n

\n\n

Best regards,
Your Team

\n\n","options":{},"subject":"Action Required: Contract Expiring in 30 Days"},"typeVersion":2.2},{"id":"89ef810b-bbc5-47d0-8a71-3895b4a73f7e","name":"60 day mail","type":"n8n-nodes-base.gmail","position":[21888,5536],"webhookId":"YOUR_GMAIL_WEBHOOK_ID","parameters":{"sendTo":"={{ $json[\"identity-profiles\"][0].identities[0].value }}","message":"=\n\n\n

Contract Renewal Reminder

\n\n

Hi {{ $json.properties.hs_full_name_or_email.value }},

\n\n

\n Just a friendly reminder that your contract for \n {{ $('Loop Over Deals').item.json.dealName }} will expire in \n {{ $('Loop Over Deals').item.json.daysLeft }} days.\n

\n\n

\n We recommend starting the renewal process to ensure uninterrupted service.\n

\n\n

\n Our team would be happy to assist you with renewal options or any queries.\n

\n\n
\n\n

\n Looking forward to continuing working with you 🤝\n

\n\n

Best regards,
Your Team

\n\n","options":{},"subject":"Action Required: Contract Expiring in 60 Days"},"typeVersion":2.2},{"id":"f5a63d76-94a0-4d12-9b05-d67389853493","name":"90 day mail","type":"n8n-nodes-base.gmail","position":[21888,5728],"webhookId":"YOUR_GMAIL_WEBHOOK_ID","parameters":{"sendTo":"={{ $json[\"identity-profiles\"][0].identities[0].value }}","message":"=\n\n\n

Contract Expiry Notice

\n\n

Hi {{ $json.properties.hs_full_name_or_email.value }},

\n\n

\n We hope you're doing well 😊\n

\n\n

\n This is a quick heads-up that your contract for \n {{ $('Loop Over Deals').first().json.dealName }} is set to expire in \n {{ $('Loop Over Deals').first().json.daysLeft }} days.\n

\n\n

\n No action is required right now, but we wanted to keep you informed in advance.\n

\n\n

\n If you have any questions or would like to discuss renewal options, feel free to reach out.\n

\n\n
\n\n

Best regards,
Your Team

\n\n","options":{},"subject":"Action Required: Contract Expiring in 90 Days"},"typeVersion":2.2},{"id":"498a2192-44ea-47db-acfe-ccf8a28e3f28","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[19712,5168],"parameters":{"width":576,"height":800,"content":"# Contract Expiry & Renewal Alert System\n\nThis workflow automates contract renewal management by tracking upcoming expirations and triggering timely actions. It ensures that no contract is missed by proactively notifying clients and internal teams, improving retention and operational efficiency.\n\n### How it works\n\n1. Runs on a schedule to fetch all deals from HubSpot.\n2. Filters contracts expiring in 30, 60, or 90 days.\n3. Loops through each deal and fetches associated contact details.\n4. Routes deals using a Switch node based on days left.\n5. Sends automated email reminders via Gmail.\n6. Notifies account managers in Slack.\n7. Creates follow-up tasks in ClickUp for tracking.\n\n### Setup steps\n\n* Connect your HubSpot account (Deals + Contacts access required).\n* Configure Gmail credentials for sending emails.\n* Add Slack credentials for internal notifications.\n* Connect ClickUp API for task creation.\n* Replace any placeholder API keys (e.g., HubSpot HTTP node).\n* Adjust schedule trigger timing based on your needs."},"typeVersion":1},{"id":"8dc837fb-85a5-4dfa-afa2-afa1fba7e5a2","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[20320,5168],"parameters":{"color":7,"width":560,"height":800,"content":"## Step 1: Schedule & Filter Contracts\n\nRuns on a schedule, fetches deals from HubSpot, and filters contracts expiring in 30, 60, or 90 days.\n"},"typeVersion":1},{"id":"8c1f33c5-c677-4aa7-be1f-9a8d0b9bd6d3","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[20912,5168],"parameters":{"color":7,"width":672,"height":800,"content":"## Step 2: Process Deals & Fetch Contacts\n\nLoops through deals, fetches associated contacts, and retrieves email details for communication.\n"},"typeVersion":1},{"id":"41da35be-799b-4ead-ade1-cbe5493150f4","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[21616,5168],"parameters":{"color":7,"width":640,"height":800,"content":"## Step 3: Email Routing & Sending\n\nUses a Switch node to route deals (30/60/90 days) and sends personalized emails via Gmail.\n"},"typeVersion":1},{"id":"a10e08e6-4706-4480-935e-93171af9baca","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[22288,5168],"parameters":{"color":7,"width":448,"height":800,"content":"## Step 4: Alerts & Task Creation\n\nSends Slack alerts to account managers and creates ClickUp tasks for follow-up actions.\n"},"typeVersion":1},{"id":"d3c6c77f-de19-4e21-bc1d-3ac405288f64","name":"Get all deals","type":"n8n-nodes-base.hubspot","position":[20576,5712],"parameters":{"filters":{"properties":["contract_expiry_date","dealname"],"includeAssociations":false},"resource":"deal","operation":"getAll","authentication":"appToken"},"typeVersion":2.2},{"id":"72fad76e-c127-4b99-b952-f9ec5fb8f553","name":"Filter Deals","type":"n8n-nodes-base.code","position":[20752,5712],"parameters":{"jsCode":"const today = new Date();\ntoday.setHours(0, 0, 0, 0);\n\nreturn items\n .map(item => {\n const expiryTimestamp = item.json.properties?.contract_expiry_date?.value;\n if (!expiryTimestamp) return null;\n\n const expiryDate = new Date(Number(expiryTimestamp));\n expiryDate.setHours(0, 0, 0, 0);\n\n const diffDays = Math.round(\n (expiryDate - today) / (1000 * 60 * 60 * 24)\n );\n\n return {\n json: {\n dealId: item.json.dealId,\n dealName: item.json.properties?.dealname?.value || \"No Name\",\n expiryDate: expiryDate.toISOString().split(\"T\")[0],\n daysLeft: diffDays\n }\n };\n })\n .filter(item => item && [30, 60, 90].includes(item.json.daysLeft));"},"typeVersion":2},{"id":"ae2b0599-c789-4bb0-bffa-83bb8ce724bb","name":"Loop Over Deals","type":"n8n-nodes-base.splitInBatches","position":[20992,5712],"parameters":{"options":{}},"typeVersion":3},{"id":"2fa2c3ac-a767-41de-80bb-da51a4e8f938","name":"Fetch Associated Contact With Deal","type":"n8n-nodes-base.httpRequest","position":[21216,5536],"parameters":{"url":"=https://api.hubapi.com/crm/v3/objects/deals/{{$json[\"dealId\"]}}/associations/contacts","options":{},"sendHeaders":true,"headerParameters":{"parameters":[{"name":"Authorization","value":"YOUR_HUBSPOT_API_KEY"}]}},"typeVersion":4.3},{"id":"bb461bc3-e283-4fb6-a645-6bf9e051959a","name":"Get Contact Details","type":"n8n-nodes-base.hubspot","position":[21440,5536],"parameters":{"contactId":{"__rl":true,"mode":"id","value":"={{ $json.results[0].id }}"},"operation":"get","authentication":"appToken","additionalFields":{"propertiesCollection":{"propertiesValues":{"properties":["email"],"propertyMode":"valueOnly"}}}},"typeVersion":2.2},{"id":"bd3a12f2-ca60-475b-8052-be24296e83cd","name":"Nofity Account Manager","type":"n8n-nodes-base.slack","position":[22336,5536],"webhookId":"YOUR_SLACK_WEBHOOK_ID","parameters":{"text":"=🚨 Contract Expiry Alert\n\n👤 Contact: {{ $('Get Contact Details').item.json.properties.hs_full_name_or_email.value }}\n📄 Deal: {{ $('Loop Over Deals').item.json.dealName }}\n⏳ Days Left: {{ $('Loop Over Deals').item.json.daysLeft }}\n\nPlease reach out to the client and initiate the renewal process.","user":{"__rl":true,"mode":"list","value":""},"select":"user","otherOptions":{},"authentication":"oAuth2"},"typeVersion":2.4},{"id":"a85e68e4-e62d-4899-a79c-9578ba5adfd7","name":"Create Follow-up Task","type":"n8n-nodes-base.clickUp","position":[22560,5712],"parameters":{"list":"YOUR_CLICKUP_LIST_ID","name":"=Contract Renewal Follow-up: {{ $('Loop Over Deals').item.json.dealName }} ","team":"YOUR_CLICKUP_TEAM_ID","space":"YOUR_CLICKUP_SPACE_ID","folder":"YOUR_CLICKUP_FOLDER_ID","additionalFields":{}},"typeVersion":1}],"pinData":{},"connections":{"Merge":{"main":[[{"node":"Nofity Account Manager","type":"main","index":0}]]},"Switch":{"main":[[{"node":"30 day mail","type":"main","index":0}],[{"node":"60 day mail","type":"main","index":0}],[{"node":"90 day mail","type":"main","index":0}]]},"30 day mail":{"main":[[{"node":"Merge","type":"main","index":0}]]},"60 day mail":{"main":[[{"node":"Merge","type":"main","index":1}]]},"90 day mail":{"main":[[{"node":"Merge","type":"main","index":2}]]},"Filter Deals":{"main":[[{"node":"Loop Over Deals","type":"main","index":0}]]},"Get all deals":{"main":[[{"node":"Filter Deals","type":"main","index":0}]]},"Loop Over Deals":{"main":[[],[{"node":"Fetch Associated Contact With Deal","type":"main","index":0}]]},"Schedule Trigger":{"main":[[{"node":"Get all 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