Auto-renewing vendor contracts cost 20% more than renegotiated ones — because mid-market teams miss the renewal window and get rolled onto default terms at higher prices. 90-day renewal alerts prevent this by triggering renegotiation while leverage still exists.

Without a structured workflow, contract data lives in PDFs buried in inboxes, renewal dates are tracked (or not) in someone's calendar, and warranties on critical hardware expire silently.

Utilyx models IT contract management as an executable decision tree with registration, automatic 90/60/30-day alerts, renewal/termination routing and audit-ready PDF summaries.

The workflow is structured as a decision tree with 4 main branches (Registration, Alert Routing, Renewal/Termination, Reporting) running on a scheduled cadence, with parallel decision sub-branches and 7 steps end-to-end. Every step is executed by a named actor (Procurement, AI Copilot, Contract Owner, IT Manager) and every action is appended to the timeline_contract audit subtable.

• Step 1 (Start — Procurement): the contract is registered via sql-query in the contract_register table with fields contract_id, vendor, contract_type (software / saas / hardware_maintenance / telecom), scope, financial_value, start_date, end_date, auto_renewal (boolean), notice_period_days, contract_owner — validated by the workflow.

• Step 2 (Alert scheduling — AI Copilot): the workflow schedules automatic alerts at 90, 60 and 30 days before end_date. Sub-branch: if auto_renewal is true, the 90-day alert is escalated to high priority (auto-renewal trap risk).

• Step 3 (90-day alert — email): the Copilot sends an email alert to the contract owner and IT manager with usage data and benchmark pricing, and proposes a renewal path — the tree splits — Branch A (renew): route to negotiation tracking; Branch B (renegotiate): route to procurement with benchmark pricing; Branch C (terminate): route to termination workflow.

• Step 4 (Renewal — Contract Owner): renewal terms, quotes and approvals are captured in the workflow with fields new_value, new_end_date, amendment_ref — full traceability via sql-query on the contract_amendment table.

• Step 5 (Termination): for contracts marked terminate, the workflow schedules termination notice (respecting notice_period_days), recovery of assets and final reconciliation.

• Step 6 (usePDF contract summary): usePDF generates a contract summary — vendor, value, term, renewal decision, amendment history — for finance and audit, in 7 languages.

• Step 7 (useArchive): useArchive retains contracts, amendments and renewal decisions in a tamper-evident archive with index fields contract_id, vendor, contract_type, end_date, renewal_decision.

Teams using Utilyx eliminate auto-renewal surprises (100% of contracts tracked via 90/60/30-day alerts), cut contract spend by 20% (the auto-renewal premium avoided by renegotiating in time, plus terminating unused contracts) and answer any finance question in seconds.

The no-code designer and AI copilot let a procurement manager build the contract workflow in one session — no consultants, at 70% lower TCO than legacy CLM suites. The 90-day alert gives 3 months of negotiation runway, not 3 days of panic.