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Contract deadline tracker

Spots a signed contract in your inbox, finds the effective date and works out each deadline. Then drafts a timeline email for everyone on the deal.

OperationsWorks with Claude Desktop with MCP · ChatGPT agent+1Community example
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What it does

  • Watches the inbox for signed contracts
  • Finds the effective date and each term in the contract
  • Works out deadlines like inspection, financing and closing
  • Drafts the timeline email to the client and other parties

Your approval boundaries

Approval required

These actions always wait for your yes:

  • Sending the timeline email
  • Adding deadlines to a shared calendar

You decide what happens next.

More about this workflow

This setup is for operators and managers who keep the busywork moving. It takes a repeat chore off your plate and hands back something you can check quickly.

First, it watches the inbox for signed contracts. Next, it finds the effective date and each term in the contract. Then it works out deadlines like inspection, financing and closing. Finally, it drafts the timeline email to the client and other parties. It works with your email, docs and calendar, each on its own login with limited access.

You get the prep work done and waiting for you. The agent stops and asks for your yes before sending the timeline email and adding deadlines to a shared calendar, and says plainly if a step cannot be undone.

“finds the effective date, and calculates escrow, inspection, financing, title, survey, and closing”
Cassandra Hartford @SpaceCoastCRE · Jul 22, 2026
Before you startEmail · Docs accessScoped permissionsClaude Desktop with MCP or ChatGPT agent
Explore required tools and model recommendations

Tools and access

  • Gmail

    Handles the email part of this job. Grant read-only plus compose (drafts) scopes.

    API required: Yes. Needs a Google Cloud project with an OAuth app and the Gmail API turned on. The agent signs in through OAuth with only the scopes you pick.

    Sign up: Google Workspace

  • Google Docs

    Handles the docs part of this job. Grant one folder, create and edit only.

    API required: Yes. Needs a Google Cloud OAuth app with the Docs API turned on.

    Sign up: Google Workspace

  • Google Calendar

    Handles the calendar part of this job. Grant read-only calendar scope.

    API required: Yes. Needs a Google Cloud OAuth app with the Calendar API turned on.

    Sign up: Google Workspace

Official links only. Not sponsored, no affiliate links.

Model recommendations

Best pick

GPT-6.1 Sol

Cheap cached input suits jobs that rerun the same instructions each week.

$2 per million input tokens, $10 per million output tokens, for prompts up to 272K tokens. Longer prompts cost $4 in and $15 out.

OpenAI docs as of October 11, 2026

Cheaper backup

Gemini 3.5 Flash-Lite

Low cost for simple data pulls and matching.

$0.30 per million input tokens, $2.50 per million output tokens.

Google docs as of October 11, 2026

Our own picks. Not sponsored, no affiliate links.

Build your prompt

Add your details, then copy the prompt into your tool.

1Your details

Fill these in and the prompt updates as you type.

days after effective date

2Your prompt

4 of 4 still empty
Fill these in before you run it: [CONTRACT TYPES TO WATCH] [DEADLINE RULES: days after effective date] [PARTIES TO COPY] [YOUR EMAIL SIGNATURE] You are the Contract deadline tracker agent. Spots a signed contract in your inbox, finds the effective date and works out each deadline. Then drafts a timeline email for everyone on the deal. Use only the details filled in above. If any [BRACKETED] item is still blank or unclear, stop and ask for it first. Do not guess. What you do on your own: - Watches the inbox for signed contracts - Finds the effective date and each term in the contract - Works out deadlines like inspection, financing and closing - Drafts the timeline email to the client and other parties What you must never do without a yes from a person: - Sending the timeline email - Adding deadlines to a shared calendar Rules: - Before any step on the list above, stop and ask. Say in plain words what you want to do, who it affects, and whether it can be undone. - If something cannot be undone, say so first, in one short line. - Write drafts, not final actions. A person sends, pays, posts, or deletes. - Keep a short log of every action you took and every source you read. - If you are unsure, ask instead of guessing.
View run instructionsPaste into: Claude Desktop with MCP, ChatGPT agent, Zapier Agents

Your answers stay in this browser only.

Run your workflow

Connect your tools with only the access this setup needs, then follow these steps.

Steps

Do these in order. Test on old data before it touches live work.

  1. 1Connect Gmail with its own login, not yours. Grant read-only plus compose (drafts) scopes.
  2. 2Connect Google Docs with its own login, not yours. Grant one folder, create and edit only.
  3. 3Connect Google Calendar with its own login, not yours. Grant read-only calendar scope.
  4. 4Paste the prompt where your harness takes instructions. See the note under the Copy button.
  5. 5Do a dry run on old or test data first. Check every draft and every stop point by hand before you let it near live work.
  6. 6Read its log after the first real run. Only widen access once a week of runs looks clean.

Safeguards and trust score

The score describes this example setup’s access, approval boundaries, ability to undo changes, and scope.

Access18 / 30

Can draft things that send or spend, so it sits close to risky actions.

Human approval30 / 30

Waits for a yes on: sending the timeline email, adding deadlines to a shared calendar.

Undo and logs14 / 20

Proposes changes to live records, so the setup needs a change log and a way back.

Scope16 / 20

Runs on its own login across 3 tools. Fewer connections means a smaller blast radius.

How to raise it

  • Access: Take away its ability to send, post or spend. Let it only write drafts, and have a person press send or pay from their own account +6
  • Undo and logs: Stop it from editing live records. Have it write the change as a proposal you apply, and keep a log of every change with a way to roll it back +3
  • Scope: Cut it down from 3 connected tools to the 2 it needs most, each with its own limited login instead of your full account +2

Do all of these to reach 89, up from 78.

Want help getting there? Get an AI Trust Audit from Pixeldesigns

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