Overview 

The Automatic Renewal Reminders feature helps you stay in front of your customers when a service agreement is about to expire. Once enabled, the system will automatically notify customers before and/or after a service agreement reaches its renewal date. This reduces missed renewals and keeps your recurring revenue on track—without manual follow-up. 

Automatic Renewal Reminders use each customer’s default contact preference (Email, Text Message, or Do Not Contact), ensuring notifications are sent through the correct channel. 

Enable Automatic Renewal Reminders (Company Setting) 

Before automatic reminders can be used, the feature must be turned on in preferences. 

1. Click Company from the main menu 

1. Select Preferences 

1. On the left menu, choose Service Agreements 

1. Check the box Enable Automatic Renewal Reminders 

1. Click Save & Close 

Result: Service agreements will now display reminder options when editing or creating an agreement. If this box is not checked, reminder fields on agreements will not trigger notifications. 

Set Up Renewal Reminders on a Service Agreement 

Once the feature is enabled, each service agreement can have its own reminder schedule. 

1. Open or create a Service Agreement 

1. Scroll to the Term Information section 

1. Check Send Auto Renew Reminder 

1. Enter reminder timing:  

1. Remind Days Before – Number of days before the agreement ends to send a notice 

1. Remind Days After – Number of days after the agreement ends to send a notice (optional) 

1. Save the agreement 

Example:
If Remind Days Before = 30, the customer receives a reminder 30 days prior to the Term Ends date. 

Tip:
You may set both values if you want an additional reminder after expiration for customers who haven’t responded yet. 

How Customers Are Contacted 

Automatic reminders are delivered using the default contact method set on the Customer record. 

Customer Contact Method	What Happens
Email	Reminder sent by email
Text	Reminder sent by SMS text message
Do Not Contact	No reminder is sent

To update a customer’s contact method: 

1. Open the Customer record 

1. Select their preferred contact method 

1. Save the customer 

Note: Changing a customer’s contact method affects future reminders but does not re-send past reminders. 

Reminder Timing Rules 

• Reminders are based on the Term Ends date of the service agreement. 

• Before reminders are sent the specified number of days prior to expiration. 

• After reminders are sent the specified number of days after expiration. 

• If Send Auto Renew Reminder is unchecked, the agreement will not generate reminders, even if the feature is enabled. 

Common Uses 

Situation	Recommended Setup
Annual HVAC maintenance agreements	Reminder 30 days before
Lawn service renewals	Reminder 14 days before, 7 days after
Warranty expiration notices	Reminder 60 days before
Contract renewal follow-ups	Reminder 0 days before, 30 days after

  

Message Content 

Pre-Expiration Auto-Contact Email 

Subject: [Insert #] Days Until Your Service Agreement Expires 

Dear [First Name], 

This is a friendly reminder that your service agreement is scheduled to expire on [mm/dd/yyyy]. Renewing before this date ensures uninterrupted service and continued support. 

If you have any questions or would like to renew, please contact us at [Phone Number]. 

Thank you for choosing us. We look forward to supporting you for another successful year. 

Sincerely, 

Your Support Team 

 

Post-Expiration Auto-Contact Email 

Subject: Your Service Agreement Has Expired 

Dear [First Name], 

We noticed that your service agreement expired on [mm/dd/yyyy]. To prevent any disruption in service or support, we encourage you to renew as soon as possible. 

If you would like to renew or have any questions, please contact us at [Phone Number]. 

We value your partnership and hope to continue working with you. 

Sincerely, 

Your Support Team 

 

Pre-Expiration Auto-Contact Text 

Hello [First Name], your service agreement is expiring soon. Renew now to avoid interruptions. Call us at [Phone Number]. 

Post-Expiration Auto-Contact Text 

Hi [First Name], your service agreement has expired. Renew today to restore full access and support. Contact us at [Phone Number]. 

Note: The phone number used in these messages is pulled from the Phone field in your Company Information 

(Company > Settings/Security > Company Information).