Intelligenter Workflow für Vertragsverlängerung und Erinnerungen für Lieferanten (mit GPT 4.1 mini)

• •Slack Bot Token oder Webhook URL
• •Google Sheets API-Anmeldedaten
• •OpenAI API Key

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  "name": "Smart Vendor Contract Renewal & Reminder Workflow With GPT 4.1 mini",
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      "name": "Finance Workflow",
      "createdAt": "2025-08-02T13:47:30.790Z",
      "updatedAt": "2025-08-02T13:47:30.790Z"
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        "content": "## 1. Workflow trigger on daily basis every 6AM\n"
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        "content": "# 📝 Smart Vendor Contract Renewal & Reminder Workflow With GPT 4.1 mini\nNever miss a vendor renewal again!\nThis smart workflow automatically tracks expiring contracts, reminds your finance team via Slack, and helps initiate renewal with vendors through email — all with built-in approval and logging. Perfect for managing both auto-renew and manual contracts.\n## 📌 Who’s it for\nThis workflow is designed for **Finance and Procurement teams** responsible for managing **vendor/service contracts**. It ensures timely notifications for expiring contracts and automates the initiation of renewal conversations with vendors.\n\n## ⚙️ How it works / What it does\n\n1. **⏰ Daily Trigger**\n   - Runs every day at 6:00 AM using a scheduler.\n\n2. **📄 Retrieve Contract List**\n   - Reads vendor contract data from a **Google Sheet** (or any data source).\n   - Filters for contracts nearing their **end date**, using a **Notice Period (days)** field.\n\n3. **🔀 Branch Based on Renewal Type**\n   - **Auto-Renew Contracts**:\n     - Compose a Slack message summarizing the auto-renewal.\n     - Notify the finance contact via Slack.\n\n   - **Manual Renewal Contracts**:\n     - Use an OpenAI-powered agent to generate a meaningful Slack message.\n     - Send message and **wait for approval** from the finance contact (e.g., within 8 hours).\n     - Upon approval, generate a formal **HTML email** to the vendor.\n     - Send the email to **initiate the contract extension process**.\n\n4. **📊 (Optional) Logging**\n   - Can be extended to **log all actions** (Slack messages, emails, approvals) to **Google Sheets** or other databases.\n\n## 🛠️ How to set up\n\n1. **Prepare your Google Sheet**\n   - Include the following fields:\n     - `Vendor Name`, `Vendor Email`, `Service Type`, `Contract Start Date`, `Contract End Date`, `Notice Period (days)`, `Renewal Type`, `Finance Contact`, `Contact Email`, `Slack ID`, `Contract Value`, `Notes`.\n     - Sample: https://docs.google.com/spreadsheets/d/1zdDgKyL0sY54By57Yz4dNokQC_oIbVxcCKeWJ6PADBM/edit?usp=sharing\n\n2. **Configure Integrations**\n   - 🟢 **Google Sheets API**: To read contract data.\n   - 🔵 **Slack API**: To notify and wait for approval.\n   - 🧠 **OpenAI API (GPT-4)**: To generate personalized reminders.\n   - ✉️ **Email (SMTP/Gmail)**: To send emails to vendors.\n\n3. **Set the Daily Scheduler**\n   - Use a Cron node to trigger the workflow at `6:00 AM` daily.\n\n## ✅ Requirements\n\n| Component                        | Required |\n|----------------------------------|----------|\n| Google Sheets API                | ✅       |\n| Slack API                        | ✅       |\n| OpenAI API (GPT-4)               | ✅       |\n| Email (SMTP/Gmail)               | ✅       |\n| n8n (Self-hosted or Cloud)       | ✅       |\n| Contract Sheet with proper schema| ✅       |\n\n## 🧩 How to customize the workflow\n- **Adjust Reminder Period**: Modify the logic in the `Find Expiring Vendors` node (based on `Contract End Date` and `Notice Period`).\n- **Change Message Tone or Format**: Customize the OpenAI agent's prompt or switch from plain text to branded HTML email.\n- **Add Logging or Tracking**: Add a node to append logs to a **Google Sheet**, **Notion**, or **database**.\n- **Replace Data Source**: Swap out Google Sheets for **Airtable**, **PostgreSQL**, or **other CRM/database systems**.\n- **Adjust Wait/Approval Duration**: Modify the `sendAndWait` Slack node timeout (e.g., from 8 hours to 2 hours).\n\n## 📦 Optional Extensions\n- 🧾 Add PDF contract preview via Drive link\n- 🧠 Use GPT to summarize renewal terms\n- 🛠 Auto-create Jira task for contract review\n"
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        "jsCode": "const results = [];\n\nfor (const item of items) {\n  const data = item.json;\n\n  const endDate = new Date(data[\"Contract End Date\"]);\n  const noticePeriod = parseInt(data[\"Notice Period (days)\"], 10);\n\n  // Calculate the date when the reminder should be sent\n  const reminderDate = new Date(endDate);\n  reminderDate.setDate(reminderDate.getDate() - noticePeriod);\n\n  // If today's date >= reminder date, it's time to remind\n  if ($today >= reminderDate && $today <= endDate) {\n    results.push({\n      json: {\n        ...data,\n        remind: true,\n        reminderDate: reminderDate.toISOString().split(\"T\")[0],\n        daysUntilExpiry: Math.floor((endDate - $today) / (1000 * 60 * 60 * 24))\n      }\n    });\n  }\n}\n\nreturn results;"
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        "jsCode": "const record = JSON.parse($('Vendor reminder agent').item.json.output.original_json)\n\nconst vendorName = record[\"Vendor Name\"];\nconst vendorEmail = record[\"Vendor Email\"];\nconst serviceType = record[\"Service Type\"];\nconst contractEndDate = new Date(record[\"Contract End Date\"]).toDateString();\nconst financeContact = record[\"Finance Contact\"];\nconst financeEmail = record[\"Contact Email\"];\nconst renewalType = record[\"Renewal Type\"];\nconst contractValue = record[\"Contract Value (USD)\"];\n\nconst subject = `Contract Extension: ${vendorName} - ${serviceType}`;\n\nconst htmlBody = `\n  <div style=\"font-family: Arial, sans-serif; color: #333; line-height: 1.6;\">\n    <p>Dear ${vendorName} Team,</p>\n\n    <p>We are reaching out to initiate the contract extension process for your <strong>${serviceType}</strong> service. According to our records, the current contract is set to end on <strong>${contractEndDate}</strong>.</p>\n\n    <p>Key contract details:</p>\n    <ul>\n      <li><strong>Vendor:</strong> ${vendorName}</li>\n      <li><strong>Service Type:</strong> ${serviceType}</li>\n      <li><strong>Renewal Type:</strong> ${renewalType}</li>\n      <li><strong>Contract Value:</strong> $${contractValue}</li>\n    </ul>\n\n    <p>If any changes are required for the upcoming term or if you need us to provide any documentation, kindly let us know by replying to this email.</p>\n\n    <p>Best regards,<br/>\n    ${financeContact}<br/>\n    <a href=\"mailto:${financeEmail}\">${financeEmail}</a><br/>\n    Finance Team</p>\n  </div>\n`;\n\nreturn {\n  to: vendorEmail,\n  subject,\n  html: htmlBody\n};"
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        "content": "## 2. Get vendor contract list & find expiring contract\n- Get vendor contract list from database (Google Sheet)\n- Filter out expiring contract based on end date & notice date\n"
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        "content": "## 3.1 Notify finance team about auto-renew contract\n- Send message via Slack to finance team so that they're aware of upcoming auto-renew contract\n"
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        "content": "## 3.2 Send manual contract extension notice to finance team\n- Vendor reminder agent compose meaningful message to finance team about upcoming manual renewal\n- Message send over Slack and waiting for approval (max 8hrs, configurable)\n"
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        "content": "## 4. Send email to vendor to initiate the contract extend process\n- Code node compose HTML message \n- Mail node send email to vendor to init contract extension process\n"
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