The Renewal Problem Most Teams Don't See Coming

Renewals rarely go sideways because someone forgets. They slip through because no one realizes a decision is coming.

A contract renews quietly. Pricing changes. An invoice shows up that no one expected.

By the time leadership asks, “How did this happen?” the answer is usually the same:

“We had it written down somewhere.”

This is one of the most common real-world problems teams solve with Power Automate and SharePoint not as a technical exercise, but as a simple business process.

Where Renewals Usually Live

In most organizations, renewals live in one of three places:

• A spreadsheet that gets updated when someone remembers

• A calendar reminder tied to one person

• Someone’s head

All three work, until they don’t.

People change roles. Ownership shifts. Context disappears.

The issue isn’t effort. It’s visibility.

What Changes When Renewals Become a Process

The moment renewals move into a shared system, the conversation changes.

Not a complicated system. Just a clear place where:

• Contracts live

• Dates are visible

• Ownership is obvious

That’s where SharePoint fits naturally. It becomes the place teams trust to answer one question:

What’s coming up that requires a decision?

From there, Power Automate quietly watches the calendar, so people don’t have to.

How This Feels in Day-to-Day Work

When this process is working, nothing feels urgent.

A renewal approaches. The right person gets notified early. There’s time to review, renegotiate, or cancel.

If no action happens, the reminder escalates. Not as noise as accountability.

The decision gets captured. The record updates. Everyone can see what happened and why.

No chasing. No guesswork. No surprises.

Why This Matters More Than the Technology

This isn’t really about automation.

It’s about ownership.

If something has:

• A date

• A cost

• A decision attached to it

It shouldn’t rely on memory or good intentions. It should work even when people are busy or gone.

That’s the shift teams feel once this process is in place.

Renewals Are Just the Starting Point

Once teams see this work, the follow-up questions come fast:

• Can we do this for license renewals?

• What about insurance?

• What about policy expirations or certifications?

The pattern stays the same. Only the data changes.

And because it runs on Microsoft 365, it scales without introducing new tools or complexity.

The Quiet Win

The real win isn’t what gets automated.

It’s what stops happening.

No emergency meetings. No awkward budget conversations. No “how did we miss this?”

Just calm, predictable decisions made on time.

That’s usually the sign a process is doing its job.

Still tracking renewals in spreadsheets or calendars?

If you’re already on Microsoft 365, you may already own a better way.

👉 Let’s talk about how this could work in your environment - services@talanoagroup.com