Automate renewal management with AI

Renewal management often involves chasing down scattered data, tracking client updates, and reacting too late. This quick start playbook helps automate the entire process, from monitoring renewals to triggering outreach—no matter what tools you already use.

It’s flexible, customizable, and works with your existing CRM, email, calendar, and more. This playbook adapts to your workflow to help you stay ahead of every renewal.

How to configure the renewal management quick start playbook

Setting up the playbook is simple and takes just a few steps. Each step helps tailor the automation to your tools and goals.

Step 1: Monitor upcoming renewals

Start by selecting the source of your account list. This is typically your CRM or a spreadsheet where you track renewal dates. Bardeen will use this data to monitor which accounts are approaching renewal. Choose from:

• HubSpot
• Salesforce
• Pipedrive
• Affinity
• GoHighLevel
• Zoho
• Google Sheets
• Microsoft Excel
• Notion
• Airtable

This step ensures Bardeen knows which accounts to track and when to start monitoring for renewal signals.

Step 2: Enrich insights with external data

Next, choose the external sources you want to monitor for each account. These sources help Bardeen gather context about company changes, decision-maker activity, and market signals. Options include:

• LinkedIn Sales Navigator
• LinkedIn Company Job Posts
• LinkedIn Posts by the company
• LinkedIn Posts by company decision makers
• Crunchbase
• Company news from the website
• Product updates from company website

This step adds valuable context to each account, helping your team understand what’s happening outside your product.

Step 3: Add internal activity sources

Now, connect internal tools to assess engagement and account health. This gives you a full view of how active and aligned the account is.

You can use sources such as:

• Fireflies
• Zoom
• Gong
• Google Mail
• Microsoft Outlook
• Google Calendar
• Microsoft Outlook Calendar

This step helps you understand if the account is on track or needs attention.

Step 4: Assess account health with usage and goal analysis

Bardeen will now analyze internal data to assess product usage, goal progress, and engagement trends. This helps identify accounts that are healthy, at risk, or need attention. You can combine this with insights from your CRM or call tools to get a full picture.

This step is key to prioritizing accounts and planning renewal strategies based on real behavior and progress.

Step 5: Summarize and notify about key insights

Choose how you want to receive updates. Bardeen will summarize all findings and send them to your preferred location. Options include:

• Save in Google Drive
• Save in OneDrive
• Update my Google Sheets
• Send to Slack
• Send to Microsoft Teams
• Send via Google Mail
• Send via Microsoft Outlook

This step ensures your team stays informed and aligned without needing to dig through multiple tools.

Step 6: Craft and trigger personalized outreach (optional)

If you want to take action directly from the insights, Bardeen can help craft and send personalized messages. Choose your preferred outreach channel:

• Lemlist
• Outreach
• Salesloft
• Smartlead
• Apollo
• Gmail
• Microsoft Outlook

This step helps you act on renewal signals quickly with tailored outreach, improving your chances of a successful renewal.

Step 7: Setup & test each action

Finally, test each step to make sure everything works as expected. Bardeen will prompt you to connect your apps and fill in any missing details. This step ensures that your automation runs smoothly and captures all the right data.

Testing is essential to confirm that each part of the workflow is working correctly and delivering the insights your team needs.

How to automate renewal management with Bardeen’s quick start playbook?

Automating renewal management helps teams stay proactive by tracking key signals like usage trends, company news, and decision-maker changes. This playbook helps you act early, personalize outreach, and reduce churn risk.

Benefits of automating renewal management

Automating renewal management helps you stay proactive and informed. Below are three key benefits of using this playbook.

Stay ahead of renewal deadlines

The playbook continuously monitors your CRM or spreadsheet for upcoming renewal dates. This ensures you never miss a key milestone and gives your team time to prepare personalized outreach (which Bardeen can also take care of). You can also sync reminders to your calendar or Slack.

Stay informed with real-time updates

Bardeen monitors external signals like company news, leadership changes, and product launches. These updates can signal shifting priorities or new opportunities. It’s especially helpful when paired with tools for data automation that keep your records current.

Improve outreach quality

With AI-generated summaries and optional outreach triggers, your messages are always timely and relevant. You can even personalize emails based on recent events or account activity, and deliver messaging that resonates with your recipient.

Ways to automate renewal management

This playbook automates several parts of the renewal process. Here are three examples of what you can do with Bardeen.

Monitor external signals

Automatically track news, job changes, and product updates from external sources. This helps you spot red flags or new opportunities without manually checking each account’s website or LinkedIn page. Learn more about LinkedIn scraping for account monitoring.

Analyze internal engagement

Review internal signals like meeting notes, email threads, and calendar activity to assess account health. This helps you understand if an account is engaged or at risk, and whether goals are being met. Learn how data automation software supports this kind of insight.

Trigger timely follow-ups

When the playbook detects a key update or an upcoming renewal, it can suggest or send a personalized message. You can choose to automate this step or handle it manually with the help of AI-generated drafts. This is especially useful for sales and customer success teams.