RenovaBot: How Devoteam Spain’s Google Cloud team reduced manual workload by 80% across 500+ accounts

The snapshot

The Google Workspace team within Devoteam Spain’s Google Cloud business unit helps organisations unlock the full value of Google technologies, particularly in collaboration and digital productivity environments.

We operate at scale in Spain, currently managing a portfolio of over 500 client accounts, requiring consistent operational excellence to support thousands of users across multiple industries.

The Challenge: The Manual Management Bottleneck

As the team responsible for overseeing more than 500 contracts Spain, we faced a challenge: Google Workspace license renewals. The process was entirely manual and reactive.

• Administrative Workload: Each week, consultants had to review spreadsheets, identify upcoming expirations, and draft follow-up emails individually.
• Operational Risk: This repetitive process was slow and introduced the risk of contracts expiring without proper notice, potentially impacting service continuity for clients.
• Low Strategic Value: Our specialists were spending valuable time on data entry rather than high-level consulting.

The Goal: Full Autonomy and Strategic Value

Our objective was to eliminate low-value administrative work. We aimed to ensure that:

1. Zero Missed Deadlines: No client would reach their renewal date without being contacted.
2. Real-Time Visibility: Provide a clear view of the renewal pipeline.
3. Consultant Empowerment: Free up our specialists to focus on strategic consulting and client relationships.

The Solution: RenovaBot, Our Intelligent Agent

Rather than relying on complex external solutions, Devoteam’s Google Cloud team chose to innovate internally. We developed RenovaBot, an autonomous agent integrated into our existing ecosystem to manage the entire renewal lifecycle.

Why This Approach?

We leveraged the power of the tools we already use daily: Google Sheets and Google Apps Script. With no additional software costs or third-party dependencies, we built a lightweight, flexible solution fully aligned with our Customer Success workflows.

How We Transformed the Process

RenovaBot acts as a tireless virtual consultant:

• Daily Analysis: Continuously monitors the entire client database autonomously.
• Smart Segmentation: Automatically reaches out 120 days in advance for large accounts (>1,000 licenses) and 90 days for the rest.
• Native Personalisation: Emails are sent from the assigned consultant’s real Gmail account, including accurate data (SKU, billing plan, active licenses). Clients receive proactive messages indistinguishable from manually written ones.

Methodology: An Agile Workspace Approach

1. Data Audit: Consolidated information from 500+ client contracts in Spain into a single source of truth in Google Sheets.
2. Logic Automation: Built time-based triggers using Apps Script to connect the database with the Gmail API.
3. Visibility Flow: Created a dashboard where the status of each renewal updates automatically, eliminating the need for follow-up reporting meetings.

The Outcome: Triple Capacity, Zero Risk

The implementation of RenovaBot has fundamentally transformed our operations. We have moved from managing data cells to managing high-value relationships.

Measurable Results

This transformation not only optimises our processes but also ensures our clients receive more proactive, strategic support.

At Devoteam, we don’t just implement technology; we solve real operational challenges through our own innovation.