{ "id": "14M43oMMxpMzlaSF", "meta": { "templateCredsSetupCompleted": true }, "name": "RenewalFlow Intelligence", "tags": [], "nodes": [ { "id": "5e2e4a16-b291-41dd-846d-754fd7b1fcfc", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 544, 368 ], "parameters": { "color": 7, "width": 704, "height": 240, "content": "### \ud83d\udea8 ERROR MONITORING\nIf credentials expire or Slack rate limits hit, this section fires an immediate administrative \nalert to prevent audit gaps." }, "typeVersion": 1 }, { "id": "924b3593-c05c-4698-a6f9-12c34a47e26a", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 1728, -160 ], "parameters": { "color": 7, "width": 272, "height": 496, "content": "### 3. STATUS SYNC\nLogs the alert back to the spreadsheet to ensure no duplicate messages are sent for the same renewal stage." }, "typeVersion": 1 }, { "id": "40d0d02c-7c46-42dc-86a9-b85543325f9c", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 1280, -160 ], "parameters": { "color": 7, "width": 416, "height": 496, "content": "### 2. NOTIFICATION LAYER\n\nRoutes the processed data. \nIf an alert is due, it sends a formatted Slack message with personalized UTM links and manual research steps." }, "typeVersion": 1 }, { "id": "2698d004-da32-4d6e-918f-bc065750be37", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 544, -160 ], "parameters": { "color": 7, "width": 704, "height": 496, "content": "### 1. DATA & LOGIC ENGINE\n The workflow wakes up daily, pulls your contract\ndatabase from Google Sheets, and runs the \nproprietary validation & alert logic." }, "typeVersion": 1 }, { "id": "2777381b-db5a-430c-9843-0781e8ee2958", "name": "README: Production Setup", "type": "n8n-nodes-base.stickyNote", "position": [ -32, -160 ], "parameters": { "width": 544, "height": 796, "content": "# RenewalFlow Intelligence\n\n**HOW IT WORKS:**\n\nRuns daily at 9 AM, sends 4 alerts per contract:\n\u2022 Day 45: Research (\ud83d\udfe1 REMINDER)\n\u2022 Day 30: Quotes (\ud83d\udfe0 ATTENTION)\n\u2022 Day 14: Decision (\ud83d\udd34 URGENT)\n\u2022 Day 7: Action (\ud83d\udea8 FINAL NOTICE)\n\n**CATCH-UP LOGIC:**\nIf workflow misses runs (weekend/outage),\nalerts fire within 5-day window of each stage.\n\n## SETUP CHECKLIST\n\n**BEFORE FIRST RUN:**\n\n- [ ] **Google Sheets:**\n \u2022 Get Spreadsheet ID\n \u2022 Replace YOUR_SPREADSHEET_ID in Load Contracts node\n \u2022 Set up OAuth2 credentials in n8n\n \u2022 Share sheet with n8n service account\n\n- [ ] **Sheet Structure (Columns A-F):**\n A: Contract Name (text)\n B: Vendor Name (text)\n C: Renewal Date (YYYY-MM-DD format)\n D: Current Annual Cost (number, no \u20ac symbol)\n E: Vendor Pricing URL (https://...)\n F: Status (Active, Renewed, or Cancelled)\n\n- [ ] **Slack:**\n \u2022 Create #contract-renewals channel\n \u2022 Required scopes: chat:write, chat:write.public\n \u2022 Add bot to #contract-renewals channel\n \u2022 Configure Slack credentials in all Slack nodes\n\n" }, "typeVersion": 1 }, { "id": "07ab785a-57b7-47e6-9ab7-7c39067c66aa", "name": "Slack: Error Alert", "type": "n8n-nodes-base.slack", "position": [ 864, 448 ], "parameters": { "text": "\ud83d\udea8 *WORKFLOW ERROR: Contract Renewal Monitor*\n\n*Error Message:*\n{{ $json.error.message }}\n\n*Failed Node:*\n{{ $json.error.node.name }}\n\n*Timestamp:*\n{{ $now.toISO() }}\n\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\n*Common Fixes:*\n\u2022 Google Sheets credentials expired \u2192 Reconnect OAuth\n\u2022 Slack bot removed from channel \u2192 Re-add bot to #contract-renewals\n\u2022 Workflow deactivated \u2192 Toggle 'Active' back on\n\u2022 Invalid date in sheet \u2192 Check YYYY-MM-DD format\n\n*Check Execution Logs:*\nWorkflow Executions \u2192 Latest Failed Run \u2192 View Details\n\n_Your contract monitoring is currently down. Fix immediately._", "otherOptions": {} }, "typeVersion": 2.2 }, { "id": "26eab4af-a1ab-42f2-8f28-1622cda78570", "name": "Error Trigger", "type": "n8n-nodes-base.errorTrigger", "position": [ 640, 448 ], "parameters": {}, "typeVersion": 1 }, { "id": "b2a53ed0-e735-4997-b671-450237dcd3d5", "name": "Google Sheets: Update Status", "type": "n8n-nodes-base.googleSheets", "position": [ 1760, -32 ], "parameters": { "columns": { "value": { "Status": "={{ $json.status }}, {{ $json._alertStage }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "update", "sheetName": { "__rl": true, "mode": "list", "value": "gid=0" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Google Sheets: Load Contracts').params.documentId.value }}" } }, "typeVersion": 4.5 }, { "id": "ea9a09ae-ccd0-47be-9a2f-bfc783bf6dcf", "name": "Slack: Daily Summary", "type": "n8n-nodes-base.slack", "position": [ 1536, 160 ], "parameters": { "text": "={{ $json.summaryMsg }}", "otherOptions": {} }, "typeVersion": 2.2 }, { "id": "5a157762-b92f-44bb-8015-91694809db57", "name": "Slack: Send Alert", "type": "n8n-nodes-base.slack", "position": [ 1536, -32 ], "parameters": { "text": "*{{ $json.urgency }} RENEWAL ALERT: {{ $json.contractName }}*\n\n\u26a1 *SKIP THE RESEARCH?*\nThis \u20ac{{ $json.currentCost.toLocaleString('en-US') }}/year contract could save you \u20ac{{ $json.potentialSavingsMin.toLocaleString('en-US') }}-\u20ac{{ $json.potentialSavingsMax.toLocaleString('en-US') }} with better negotiation.\n\nUpgrade to Premium for AI-powered price scraping and GPT-4o negotiation brief.\n\ud83d\udc49 \n\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\n*Contract Details:*\n\u2022 *Vendor:* {{ $json.vendorName }}\n\u2022 *Renewal Date:* {{ $json.renewalDate }}\n\u2022 *Days Remaining:* {{ $json.daysUntilRenewal }}\n\u2022 *Annual Cost:* \u20ac{{ $json.currentCost.toLocaleString('en-US') }}\n\n*\ud83d\udccb MANUAL STEPS ({{ $json._alertStage }}):*\n{{ $json._alertMessage }}\n1. Visit: {{ $json.pricingUrl }}\n2. Search: \"{{ $json.vendorName }} alternatives 2026\"\n3. Email account manager for renewal quote.\n\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\n_FREE tier - manual research required_", "otherOptions": {} }, "typeVersion": 2.2 }, { "id": "f8cd0a7d-601f-428a-9087-f0282bae6af5", "name": "IF: Is Alert?", "type": "n8n-nodes-base.if", "position": [ 1312, 64 ], "parameters": { "options": {}, "conditions": { "boolean": [ { "value1": "={{ $json._isAlert }}", "value2": true } ], "options": { "version": 1, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and" } }, "typeVersion": 2 }, { "id": "436c4d37-5745-419d-9cad-79d8ad015f9d", "name": "Brain: Validate & Route", "type": "n8n-nodes-base.code", "position": [ 1088, 64 ], "parameters": { "jsCode": "const alertStages = [\n { days: 45, stage: 'alerted_45d', urgency: '\ud83d\udfe1 REMINDER', msg: '\ud83d\udcc5 Research Phase: Look for alternatives.' },\n { days: 30, stage: 'alerted_30d', urgency: '\ud83d\udfe0 ATTENTION', msg: '\ud83d\udcb0 Quote Phase: Get competitor pricing.' },\n { days: 14, stage: 'alerted_14d', urgency: '\ud83d\udd34 URGENT', msg: '\ud83c\udfaf Decision Phase: Finalize negotiation.' },\n { days: 7, stage: 'alerted_7d', urgency: '\ud83d\udea8 FINAL NOTICE', msg: '\u26a0\ufe0f Action Phase: Confirm or Cancel.' }\n];\n\nconst now = new Date();\nconst results = [];\nconst processed = new Set();\n\nfor (const item of items) {\n const data = item.json;\n const status = data['Status'] || 'Active';\n const rawDate = data['Renewal Date'];\n\n // Skip invalid/completed contracts\n if (!rawDate || status.includes('Cancelled') || status.includes('Renewed')) continue;\n\n // Deduplication\n const contractId = `${data['Contract Name']}-${rawDate}`;\n if (processed.has(contractId)) continue;\n\n // VALIDATION\n const contractName = data['Contract Name']?.trim();\n if (!contractName) continue;\n \n const currentCost = Number(data['Current Annual Cost']);\n if (isNaN(currentCost) || currentCost < 0) continue;\n \n const url = data['Vendor Pricing URL'];\n if (!url || (!url.startsWith('http://') && !url.startsWith('https://'))) continue;\n\n // DATE CALCULATION (using standard JS Date)\n const renewalDate = new Date(rawDate);\n const diffInMs = renewalDate - now;\n const daysUntil = Math.ceil(diffInMs / (1000 * 60 * 60 * 24));\n\n // Skip expired or invalid dates\n if (isNaN(daysUntil) || daysUntil < 0) continue;\n\n // SLUG FOR UTM (deterministic fallback using row number)\n let slug = contractName\n .normalize('NFD')\n .replace(/[\\u0300-\\u036f]/g, '')\n .toLowerCase()\n .replace(/[^a-z0-9]+/g, '-')\n .replace(/^-+|-+$/g, '')\n .substring(0, 50);\n \n // Fallback: use row number for consistency (not timestamp)\n if (!slug) slug = `contract-row-${data.rowNumber || 'unknown'}`;\n\n // MULTI-STAGE FILTER WITH CATCH-UP WINDOW\n for (const alert of alertStages) {\n // Window: If within alert.days OR slightly past it (catch-up for missed runs)\n const inWindow = daysUntil <= alert.days && daysUntil > (alert.days - 5);\n const notYetAlerted = !status.includes(alert.stage);\n\n if (inWindow && notYetAlerted) {\n processed.add(contractId);\n \n results.push({\n json: {\n contractName: contractName,\n vendorName: data['Vendor Name'] || 'Unknown Vendor',\n renewalDate: rawDate,\n currentCost: currentCost,\n pricingUrl: url,\n status: status,\n rowNumber: data.rowNumber,\n daysUntilRenewal: daysUntil,\n _alertStage: alert.stage,\n _alertMessage: alert.msg,\n urgency: alert.urgency,\n contractSlug: slug,\n _isAlert: true,\n potentialSavingsMin: Math.round(currentCost * 0.15),\n potentialSavingsMax: Math.round(currentCost * 0.25)\n }\n });\n break;\n }\n }\n}\n\n// EMPTY RESULT HANDLER\nif (results.length === 0) {\n return [{ \n json: { \n _isAlert: false, \n summaryMsg: `\u2705 Daily renewal check complete.\\n\\nReviewed ${items.length} contract${items.length !== 1 ? 's' : ''}.\\nNo renewals in alert windows (45d, 30d, 14d, 7d).` \n } \n }];\n}\n\nreturn results;" }, "typeVersion": 2 }, { "id": "bb64915b-7e7d-496b-a375-55727079a89c", "name": "Google Sheets: Load Contracts", "type": "n8n-nodes-base.googleSheets", "position": [ 864, 64 ], "parameters": { "options": {}, "sheetName": { "__rl": true, "mode": "list", "value": "gid=0" }, "documentId": { "__rl": true, "mode": "list", "value": "YOUR_SPREADSHEET_ID" } }, "typeVersion": 4.5 }, { "id": "4f5e6780-c8ea-4fe5-84c3-5a6a7d60254f", "name": "Schedule: Daily 9AM", "type": "n8n-nodes-base.scheduleTrigger", "notes": "Runs at 9 AM in your configured timezone", "position": [ 640, 64 ], "parameters": { "rule": { "interval": [ { "field": "cronExpression", "expression": "0 9 * * *" } ] } }, "typeVersion": 1.2 } ], "active": false, "settings": { "binaryMode": "separate", "executionOrder": "v1" }, "versionId": "9d208650-c7a9-4f7f-b471-9943b3f04c14", "connections": { "Error Trigger": { "main": [ [ { "node": "Slack: Error Alert", "type": "main", "index": 0 } ] ] }, "IF: Is Alert?": { "main": [ [ { "node": "Slack: Send Alert", "type": "main", "index": 0 } ], [ { "node": "Slack: Daily Summary", "type": "main", "index": 0 } ] ] }, "Slack: Send Alert": { "main": [ [ { "node": "Google Sheets: Update Status", "type": "main", "index": 0 } ] ] }, "Schedule: Daily 9AM": { "main": [ [ { "node": "Google Sheets: Load Contracts", "type": "main", "index": 0 } ] ] }, "Brain: Validate & Route": { "main": [ [ { "node": "IF: Is Alert?", "type": "main", "index": 0 } ] ] }, "Google Sheets: Load Contracts": { "main": [ [ { "node": "Brain: Validate & Route", "type": "main", "index": 0 } ] ] } } }