Contract reminders
The most expensive thing about a contract is usually the date nobody watched. Reminders fire a set period before a contract renews or expires, create a task for the people who need to act, and email the contract's owners.
What you can remind on
| Type | Fires relative to | Sends an email |
|---|---|---|
| Renewal | The contract's Renewal Date | Yes |
| Expiry | The contract's Expiry Date | Yes |
| Custom date | Another date field on the contract | No, it creates the task only |
Reminders that trigger on spend against a threshold are not available yet. The option appears in some screens, but Zudello doesn't schedule or send anything.
Renewal reminders need a Renewal Date on the contract, and Zudello doesn't fill in that field for you. If you want renewal reminders, enter it yourself. See Creating a contract.
Where reminders come from
You can set reminders in two places, and it's worth knowing which you're looking at.
Defaults on the contract document type
Your administrator defines a set of reminders that apply to every new contract of that type, which is how you give leases a three-month warning and NDAs a two-week one. The editor says Reminders defined on this document type are applied to new contracts. See Setting up contracts.
Reminders on a single contract
Open the contract and click the bell icon to see its Reminders panel, listing Name, Type, Description, Send At, and Sent At. A bell also appears beside the Renewal Date and Expiry Date fields.
(Screenshot: the Reminders panel on a contract)
Zudello re-applies reminders coming from the document type whenever the contract's document type, Renewal Date, or Expiry Date changes, and removes any renewal, expiry, or custom date reminder that isn't in that configuration at the same time. If your team uses document type defaults, treat those as the source of truth rather than adding one-off reminders by hand.
Adding a reminder to a contract
- Open the contract and click the bell icon to open the Reminders panel.
- Click + Add reminder.
- Enter a Name. This is what the recipient sees in the email subject.
- Choose the Type, either Renewal or Expiry.
- Choose a Unit of Day, Week, or Working Day, and a Quantity. A reminder fires that far ahead of the date, for example 30 days before the contract renews.
- Optionally enter a task name under On fire, create task.
- Add Assignees. Each row is either a User, meaning a named person, or a Contract field, meaning whoever is in a field on the contract such as Owners, Assignees, or Watchers.
- Click Add.
The panel describes each saved reminder in plain English, such as "30 days before the contract renewal".
Zudello skips a reminder with no assignees, so nothing is scheduled and nothing is sent. Always add at least one.
What happens when a reminder fires
Two separate things happen, and they go to different people.
A task is created
Zudello adds a step to the contract's approval flow, named after the task name you set, assigned to the reminder's assignees, so the work sits with whoever has to act on it.
An email is sent to the contract's owners
The subject is the reminder name followed by the contract, and the body reads along the lines of "Contract Acme Supply Agreement for Acme Pty Ltd is due to expire on 5 March 2026", followed by a table of the Effective Date, Expiry Date, and Renewal Date, and a Click here to view button that opens the contract.
(Screenshot: a contract expiry reminder email)
Zudello won't send a reminder email if the contract has no supplier and no customer linked, because the email names that party. Link the contract before relying on reminders.
Managing the emails you receive
Each user controls these in their own notification settings, under Contract Expiry Reminder and Contract Renewal Reminder. Zudello delivers both by email.
Need help?
Contact your organisation administrator or Zudello support for assistance with contract reminders.