Every renewal, decided in time.
Renewal dates, predictions and negotiation, with COVA, the Renewals Agent and the Email Agent.
They watch every renewal and notice date, read vendor emails, predict whether to renew, renegotiate or let a contract expire, and draft the negotiation for you. A person sends every email and approves every deal.
Works with Gmail and Outlook. Runs on the same platform as Obligations, Aviara Invoices and Quote to PO.
Why renewals slip
Missed
Notice windows close before anyone looks, and the contract renews on the old terms
Unchallenged
Renewals go through at the same price because nobody had time to ask for better
Blind
Decisions are made without a view of how the vendor actually performed this term
Scattered
The back-and-forth lives in personal inboxes, so nobody can see what was agreed or why
Four stages. Your team decides at two of them.
The agents watch the dates, read the emails and draft the negotiation. Your team sends every email and approves the final terms.
Stage 1
See what is coming up
1
Every renewal in one list
End dates, notice periods and auto-renewal terms are pulled from each contract, with the days left to act.
Automated
2
Renewal emails picked up
The Email Agent reads vendor emails in your legal or procurement inbox and passes renewal notices to the Renewals Agent.
Automated
3
Alerts before the notice date
Reminders at 90, 60 and 30 days before the notice window closes, or at the points you set.
Automated
Stage 2
Decide with context
4
Prediction and signals
Each renewal gets a prediction, renew, renegotiate or let expire, with a risk score, how the vendor performed this term and public signals such as price changes, product news and funding.
Reviewed by your team
Stage 3
Negotiate from your own inbox
5
You review the opening email
The Renewals Agent drafts the ask from vendor performance and your renewal policy. Edit anything, then send it from your own address.
Decision 1
6
Replies read, counters drafted
When the vendor replies, the Email Agent picks it up and the Renewals Agent drafts the next response for your review, inside the limits of your policy.
Automated
Stage 4
Approve the final terms
7
You approve the deal
When terms are agreed, an approval card compares the current contract with the agreed terms and gives a recommendation. Approve, or change the terms and the agent drafts again.
Decision 2
Vendor sends renewal email
The Email Agent picks it up and the Renewals Agent drafts a response for your review
Building the negotiation position
Someone pulls the contract and searches old emails to see how the vendor did
The draft is built from vendor performance, the prediction and your renewal policy
Managing the back-and-forth
Each vendor reply means reading, checking and drafting a response by hand
The agent reads the reply and drafts the next response. Your team reviews and sends it
Final renewal decision
Informal sign-off by email, with no record of what changed or why
An approval card with the current and agreed terms side by side and a recommendation
Deciding whether to renew at all
Left to whoever notices the contract first
A renew, renegotiate or let expire prediction with a risk score and public signals
Reads your inbox
See Module
Redlining and drafting
Builds the renewed contract
See Module
Common questions about contract renewals
What does the Renewals Agent do?
It watches every contract's renewal and notice dates, reads vendor emails through the Email Agent, predicts whether to renew, renegotiate or let a contract expire, and drafts the negotiation emails. A person sends every email and approves the final terms.
How is a renewal prediction made?
Does the agent send emails without my approval?
When do renewal alerts go out?
Which email systems does it work with?
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AI products for contracts, invoices and healthcare operations. Deployed by our engineers, in the cloud or on-premise.
AWS Build Partner · SOC 2 Type II in progress
Contracts
Overview
Redlining & Drafting
Vendor Onboarding
AI Search
Renewals
Obligations
eSign & eStamping
Insights & Opportunities
COVA
DPDP Readiness Check
India HQ · A-57, Sector 136, Noida, UP 201301
US Office · 30 N Gould St, Sheridan, Wyoming 82801
sales@aviaralabs.com
+91 98713 02603