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Use cases → Email operations

Automate contract renewal reminders via delegated email

Send timely, auditable reminders for contract renewals by scheduling delegated emails from a service account.

Who it is forTeams managing recurring contract renewals across multiple departments or tenants.
APIsGmail API, Sheets API
Typical scopesgmail.send, spreadsheets.readonly

The problem

Manual tracking of contract end dates leads to missed renewals and last-minute scrambles. Relying on users to remember or act on calendar reminders is unreliable, especially at scale.

How it works

  1. Maintain a master Sheet of contract end dates and contacts.
  2. Schedule a daily job to read the Sheet and identify upcoming renewals.
  3. Use a delegated service account to send reminder emails as the contract owner or a central mailbox.
  4. Log each sent reminder for audit and follow-up.

What changes

Renewal reminders go out on time, logged and attributable, without manual intervention or missed contracts.

The trap in this one. Gmail API's send-as-delegated behaviour does not update the sender's Sent Mail unless 'saveToSent' is explicitly set, and even then, messages may not appear in the correct Sent folder if the sender is an alias. This causes confusion during audits, as reminders may not be traceable to the sender's mailbox. Always verify where reminders are logged and test the 'saveToSent' flag with both primary and alias addresses.

Watch it explained

“AI-OCR × Google Workspace（AppSheet・GAS・Gemini）を使って契約書管理を完全自動化する仕組み” — AppSheet Magic (アップシートマジック) on YouTube. Third-party video, included because it covers this ground well. We are not affiliated with the channel.

Questions people ask

Can reminders be sent from shared mailboxes?

Yes, but you must delegate 'send as' rights and handle alias-specific behaviour. Test thoroughly to ensure messages appear in the correct Sent folder.

How do we avoid duplicate reminders?

Log each sent reminder with a unique contract ID and date. Idempotency is your responsibility; the Gmail API will not prevent duplicates.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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