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Remind owners before a license or contract renews

Software licenses and contracts renew on their own unless someone cancels them in time. This guide builds a workflow that reads your list of renewals from a Google Sheet every weekday. When a renewal is 30 days away, it emails the owner and opens a Jira issue to decide whether to renew. When it’s 7 days away, it emails the owner again.

The list stays in a spreadsheet that anyone can update, and the workflow keeps track of the reminders it has sent in Storage, so each owner gets each reminder once.

The finished workflow has these steps:

Schedule: weekdays at 09:00
├─ Read the renewals sheet               HTTP Request to Google Sheets
├─ Find the renewals that are due        Run Code
└─ For each renewal that's due           Loop
   ├─ Count reminders at this stage      Storage: Increment
   ├─ First reminder at this stage?      Branch
   │  └─ Then: Email the owner           Send Email
   ├─ Count issues for this renewal      Storage: Increment
   └─ No issue yet?                      Branch
      └─ Then: Open a renewal issue      Jira: Create Issue

Before you start

Section titled “Before you start”
  • You need the Developer role in a KloudMate workspace whose plan includes workflows.
  • You need a Google connection that can read Google Sheets. If you followed Trigger a workflow when a new email is received in Gmail, your Google connection already can. Otherwise, create one the way that guide describes, with the scope https://www.googleapis.com/auth/spreadsheets.readonly.
  • You need a Jira Cloud connection with the Workflows capability, and a project for renewal decisions.

Step 1: Set up the sheet

Section titled “Step 1: Set up the sheet”

Create a Google Sheet with one row per license or contract, and these columns, starting in column A:

NameOwnerRenews onCost
Design tooldesign-lead@example.com2026-11-30$9,000 a year
CRMsales-ops@example.com2027-01-15$48,000 a year

Keep the header in row 1. Write each date as 2026-11-30, year first. If you type dates another way, format the column with Format → Number → Custom date and time as yyyy-mm-dd. Cost is optional.

Copy the sheet’s ID from its URL. It’s the part between /d/ and /edit in https://docs.google.com/spreadsheets/d/SPREADSHEET_ID/edit. Then open Workflows → Variables in KloudMate, and create a Constant named renewals_sheet_id with the ID as its value.

Step 2: Import the workflow

Section titled “Step 2: Import the workflow”
  1. Copy the YAML below.
  2. Open Workflows, click Import, paste the YAML, and click Import.
  3. Click Open workflow, and set these before you publish:
    • On Read the renewals sheet, pick your Google connection.
    • On Open a renewal issue, pick your Jira connection, the Site, the project, and an issue type such as Task.
    • On the trigger, set Timezone to your team’s timezone, such as America/Chicago.
kind: workflow
uid: guide-renewal-reminders
spec:
  name: Remind owners before a renewal
  description: Every weekday, reads a Google Sheet of licenses and contracts, emails each owner 30 days and 7 days before a renewal, and opens a Jira issue to decide on the renewal.
  definition:
    schema_version: 1
    trigger:
      type: schedule
      config:
        mode: daily
        hour: 9
        minute: 0
        run_on_weekends: false
        timezone: UTC
    steps:
      - id: sheet
        type: action
        action: http.request
        display_name: Read the renewals sheet
        connection_id:
          $input: google
        with:
          authType: connection
          method: GET
          url: "https://sheets.googleapis.com/v4/spreadsheets/{{ vars.renewals_sheet_id }}/values/A2:D500"
      - id: due
        type: action
        action: code.run
        display_name: Find the renewals that are due
        with:
          input:
            rows: "{{ steps.sheet.output.body.values }}"
            today: "{{ trigger.schedule.date }}"
          source: |-
            function main(input) {
              const day = 24 * 60 * 60 * 1000;
              const today = Date.parse(input.today);
              const due = [];
              const skipped = [];
              for (const row of input.rows || []) {
                const [name, owner, date, cost] = row;
                if (!name || !owner || !/^\d{4}-\d{2}-\d{2}$/.test(date || "")) {
                  if (name) skipped.push(name);
                  continue;
                }
                const days = Math.round((Date.parse(date) - today) / day);
                if (days < 0 || days > 30) continue;
                const stage = days <= 7 ? "7" : "30";
                const slug = name.toLowerCase().replace(/[^a-z0-9]+/g, "-").replace(/^-|-$/g, "");
                due.push({ name: name, owner: owner, date: date, cost: cost || "", days: days, stage: stage, id: slug + ":" + date });
              }
              return { due: due, skipped: skipped };
            }
      - id: each_renewal
        type: loop
        display_name: For each renewal that's due
        items: "{{ steps.due.output.output.due }}"
        concurrency: 1
        each:
          - id: reminders
            type: action
            action: store.increment
            display_name: Count reminders at this stage
            with:
              scope: workflow
              key: "reminded:{{ item.id }}:{{ item.stage }}"
              by: 1
              ttl: 60d
          - id: first_reminder
            type: branch
            display_name: First reminder at this stage?
            if:
              all:
                - field: steps.reminders.output.value
                  op: lt
                  value: 2
            then:
              - id: email_owner
                type: action
                action: email.send
                display_name: Email the owner
                with:
                  to: "{{ item.owner }}"
                  subject: "{{ item.name }} renews on {{ item.date }}"
                  html: |-
                    **{{ item.name | escape }}** renews on {{ item.date | escape }}{% if item.cost != "" %}, for {{ item.cost | escape }}{% endif %}. You're listed as its owner.

                    If you still need it, check the renewal terms now. If you don't, cancel it before {{ item.date | escape }} so it doesn't renew.
          - id: issues
            type: action
            action: store.increment
            display_name: Count issues for this renewal
            with:
              scope: workflow
              key: "issue:{{ item.id }}"
              by: 1
              ttl: 60d
          - id: first_issue
            type: branch
            display_name: No issue yet?
            if:
              all:
                - field: steps.issues.output.value
                  op: lt
                  value: 2
            then:
              - id: open_issue
                type: action
                action: jira.create_issue
                display_name: Open a renewal issue
                connection_id:
                  $input: jira
                with:
                  summary: "Decide on the renewal of {{ item.name }} by {{ item.date }}"
                  description: "*Owner:* {{ item.owner }}\n*Renews on:* {{ item.date }}\n*Cost:* {{ item.cost | default: 'not listed' }}"
inputs:
  google:
    kind: connection
    name: Google
    type: oauth2
  jira:
    kind: connection
    name: Jira
    type: jira
  renewals_sheet_id:
    kind: variable
    name: renewals_sheet_id
    type: constant

How each step works

Section titled “How each step works”

Read the renewals sheet

Section titled “Read the renewals sheet”

An HTTP Request step reads the sheet through your Google connection, with Authentication set to OAuth 2.0 connection:

https://sheets.googleapis.com/v4/spreadsheets/{{ vars.renewals_sheet_id }}/values/A2:D500

A2:D500 skips the header row, and covers up to 499 renewals. Google returns the rows as body.values, a list with one list of cells per row. It leaves out empty rows at the end, and empty cells at the end of a row.

Find the renewals that are due

Section titled “Find the renewals that are due”

A Run Code step works out which renewals are 30 days away or less. Its Input passes the rows and the run’s date:

{
  "rows": "{{ steps.sheet.output.body.values }}",
  "today": "{{ trigger.schedule.date }}"
}

trigger.schedule.date is the run’s date in the trigger’s timezone, in the same 2026-11-30 form as the sheet. The code compares each row’s date with it:

function main(input) {
  const day = 24 * 60 * 60 * 1000;
  const today = Date.parse(input.today);
  const due = [];
  const skipped = [];
  for (const row of input.rows || []) {
    const [name, owner, date, cost] = row;
    if (!name || !owner || !/^\d{4}-\d{2}-\d{2}$/.test(date || "")) {
      if (name) skipped.push(name);
      continue;
    }
    const days = Math.round((Date.parse(date) - today) / day);
    if (days < 0 || days > 30) continue;
    const stage = days <= 7 ? "7" : "30";
    const slug = name.toLowerCase().replace(/[^a-z0-9]+/g, "-").replace(/^-|-$/g, "");
    due.push({ name: name, owner: owner, date: date, cost: cost || "", days: days, stage: stage, id: slug + ":" + date });
  }
  return { due: due, skipped: skipped };
}

Each renewal that’s due gets a stage: 30 from 30 days out, and 7 in the last week. It also gets an id built from its name and date, such as design-tool:2026-11-30, because a Storage key can’t hold spaces. A row without an owner, or with a date in another form, goes into skipped, which the step’s output shows in run history.

Send each reminder once

Section titled “Send each reminder once”

A Loop runs for each renewal in steps.due.output.output.due.

A Storage: Increment step adds 1 to a counter under reminded:{{ item.id }}:{{ item.stage }}, and returns the new count. The first time the workflow sees a renewal at a stage, the count is 1. A Branch checks that the count is less than 2, and only then emails the owner. On the days after, the count is higher, so the owner isn’t emailed again until the renewal reaches the next stage and gets a new counter.

A second counter, issue:{{ item.id }}, works the same way for the Jira issue, so each renewal gets one issue, whichever stage the workflow first sees it at.

The counters have Scope set to This workflow, and Expires after set to 60d, so they clean themselves up after the renewal has passed. Checking the count keeps a reminder from going out twice even when the workflow runs again the same day. A run that fails before it sends a reminder, however, leaves the count at 1, so that reminder isn’t sent.

Email the owner and open the issue

Section titled “Email the owner and open the issue”

A Send Email step emails the owner, and passes values from the sheet through escape so they show up as written. See Escape values in an email.

A Jira Create Issue step opens the renewal decision, with the owner, the date, and the cost in its description. Assign the issue type and project that your finance or IT team works from.

Step 3: Test and publish

Section titled “Step 3: Test and publish”
  1. Add a test row to the sheet with a renewal date 20 days from today, and your own email address as the owner.
  2. Open the trigger’s Test tab and click Test trigger, then test Read the renewals sheet and Find the renewals that are due from their Test tabs. The output of Find the renewals that are due lists the test row under due.
  3. Click Test run. It emails you and opens a Jira issue for the test row.
  4. Delete the test row and the Jira issue. Then open Workflows → Storage, and delete the two keys the test run created, reminded:… and issue:….
  5. Click Publish. The first publish also switches the workflow on.

Adapt the workflow

Section titled “Adapt the workflow”
  • Remind at other times. Change the stage rule in Find the renewals that are due, for example to add a stage at 60 days with days <= 60, and change days > 30 to match.
  • Remind a team as well as the owner. Add a To address, separated by a comma, such as {{ item.owner }}, finance@example.com.
  • Post in Slack instead. Replace Email the owner with a Slack Post Message step in your finance channel.
  • Read a longer sheet. Change A2:D500 in the URL. A loop handles up to 100 renewals in one run, which is plenty for the renewals due in any 30 days.
Section titled “Related”