Supplier contract obligation management, with every term linked to the page it came from
Every supplier contract, acquired ones included, becomes one register of terms and deadlines, each value linked to its page.
See one case, screen by screen ↓A supplier contract renews itself unless someone gives written notice in time — 90 days before term end, by courier, to the address in the notices clause. The deadline sits in one document, the price increase in an amendment two years later, the seat count in an order form, and the spend in the ERP. The contracts themselves are spread across a legacy CLM, a procurement suite, team sites, shared drives, email attachments and paper scans.
So the category manager hears about a renewal when the invoice arrives. Rebates lapse because nobody claimed them inside the claim window. Minimum commitments drift short without anyone pricing the shortfall. And after an acquisition, hundreds of inherited contracts sit in a data room while their change-of-control clauses count down from the closing date.
Estimated split for one auto-renewing contract with amendments, in hours, by hand and with the solution.
Seven specialist agents sort, read and reconcile every contract, then track deadlines, spend and change of control and draft the letters; the contract manager verifies and decides.
Summit Data Systems’ analytics platform subscription renews on Jan 22, 2027 at +7% unless written notice reaches Summit by Oct 23. It is Oct 7. Here is what happens next, screen by screen, in the working solution.
Dana opens the register to the obligation calendar: 5 deadlines in the next 30 days, 7 obligations due this month, $170,000 to claim, and 398 of 412 Halden contracts screened. Under “Notice windows closing”, Summit Data Systems sits at 16 days.
“Summit Data Systems — Renews Jan 22 at +7% unless notice by Oct 23.”
Four documents — the Master Subscription Agreement, Order Form 1, Amendment 1 and Amendment 2 — read into 58 of 62 fields, each with its confidence and its page. Click “Renewal price increase” and Amendment 2 opens on the passage: fees for each Renewal Term “increase by seven percent (7%)”. The original cap of CPI + 2%, at most 5%, stays visible as history.
“Above the 3% playbook position.”
The amendment reconciler confirms Amendment 2 §3 replaced the 5% cap with a fixed 7%. The deadline monitor counts back from Jan 21, 2027: 90-day notice, so Oct 23. The spend linker finds $4.16M paid across 4 invoices and 212 of 400 seats used in 90 days. The playbook check flags 7% against the 3% position and no exit during the term.
The brief opens with the facts, each cited: renews for 12 months unless notice by Oct 23; the 7% from Amendment 2; 400 seats at $1,462,000 a year; notice in writing, by courier with a copy by email, to Summit Legal in Denver; no termination for convenience during the initial term. Then spend and use: 53% of seats used, peak 231 in 12 months.
“Peak 231 in the last 12 months · renewal at +7% would be $1,564,340.”
Let it renew: $1,564,340 a year, and a category head approval because 7% is above the playbook. Give notice and renegotiate — recommended: target 240 seats with any increase inside the 3% cap, about $903,500 a year. Give notice to end: saves $1.46M a year, with a move cost of about $380K and an exit plan of about 120 days. Omar decides.
The agents recommend one option; the category manager decides.
Omar picks “Give notice and renegotiate”. The letter writes itself in view: by courier and email to Summit’s Legal Department at the address in Section 21.3, notice of non-renewal under Section 14.2, and a proposal for about 240 Named Users with any increase “in line with our standard position rather than the fixed 7%” — each clause it relies on cited.
Lena reviews the letter and signs. The signature records the signer and its meaning — “I approve and send this notice” — and the delivery Section 21.3 requires. At 09:29 the courier is booked, the email delivered to Summit’s legal-notices address and the letter filed to the contract record. The contract moves to Renegotiating, with the meeting on Oct 20 on the calendar.
“Your signature, name, meaning and time are recorded in the audit trail.”
Halden Therapeutics became part of Northwind Bio on Aug 18. Under §18.4 Pellucid Fine Chemicals may end the supply agreement unless notified in writing within 60 days — by Oct 17. Pellucid is the only approved source of KI-4. The same steps prepare the brief, and Sam decides.
“Do nothing: Pellucid could end supply on 90 days’ notice. Qualifying a second source takes 14–18 months.”
Notice windows met by month since the register went live in July; value captured — renewal increases avoided, rebates claimed, service credits, unused contracts ended, pricing corrected; obligations by category; and the share of fields verified in each repository.
The same register, seen by the five people who rely on it — what their week looked like, and what it looks like now.
Seven specialist agents sort, read and reconcile every contract, then track deadlines, spend and change of control and draft the letters; the contract manager verifies and decides.
Collects contracts from nine repositories, tells masters, order forms, SOWs, quality agreements and amendments apart, and links each amendment to the agreement it changes.
Reads every page, scans included, and fills 62 commercial and legal fields — price, escalators, rebates, minimums, term, renewal, notice, termination, assignment, audit, data protection, liability — each with its page and passage.
Works out the terms in force: which amendment replaced which clause, keeping the earlier value with its citation as history.
Turns notice periods, claim windows, reports, audits, forecasts and commitments into dated obligations with owners, and alerts them on the lead times in Settings.
Joins ERP purchase orders, invoices and usage data to each contract, and tracks progress to rebate tiers, service credits and minimum commitments.
Screens acquired contracts for change-of-control and assignment terms and sorts them — supplier can end, consent needed, notice only, free to assign, silent — with the deadline each one sets from closing.
Writes the renewal brief with three priced options, and drafts notices and claim letters from the contract’s own notice clause.
Verifies and decides. The agents propose; a named person decides.
Ask about any contract, clause, deadline or rebate — or tell it what to watch for. Every answer links to the clause behind it.
What needs a decision before its notice window closes?
The contracts with a deadline in the next 90 days, most urgent first — Pellucid Fine Chemicals and Tessaline Excipients after the Halden deal, then Summit Data Systems, which renews on Jan 22 at +7% for 400 seats while 212 are used. The register is filtered to these contracts.
Which Halden contracts let the supplier walk away after the deal?
Nine of the Halden contracts let the supplier end the agreement; three windows close on Oct 17. Pellucid Fine Chemicals matters most — the only approved source of KI-4. Another 23 need consent, starting with Tessaline Excipients by Oct 20. The notices are drafted for Lena Ortiz to sign.
What are we owed in rebates and credits?
Kestrel Lab Supplies owes the largest: net spend of $4,321,714 passed the $4.0M tier, so 3.5% applies to all of it — and unclaimed rebates lapse after Nov 29. Harborline owes a September service credit for 96.1% on-time-in-full. On our side, Alder Peak’s minimum is 5 batches short — $2.05M if nothing changes.
Alert me 120 days before any auto-renewal over $500K
Done. New rule: automatic renewals above $500,000 a year get a renewal brief 120 days before notice is due. The rule is live in Settings and recorded in the audit trail.
13 screens from the working solution, on its sample data. Pick one to see it large.
Lead times, playbook positions and approvers are settings, applied to every contract.
| Setting | Default | Choose from |
|---|---|---|
| First alert before a notice deadline | 90 days | Set in days |
| Escalate to the category head | 14 days before the deadline | Set in days |
| Highest renewal increase without category head approval | 3% | Set in percent |
| Auto-renewals that must not renew without a decision | Above $250,000 a year | $250,000 · $500,000 · $1,000,000 a year |
| Lowest liability cap for services contracts | 12 months of fees | 12 · 24 months of fees |
| Renewal decisions | Category manager; above $1M the category head confirms | Omar Haddad · IT & digital, Sam Patel · External manufacturing |
| Notices to suppliers | Reviewed and signed by Legal | Lena Ortiz, Omar Haddad |
| Alert rules | Added in one sentence | Each new rule waits for your approval |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample contracts · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published contract-management benchmarks (2025): about 9% of revenue lost to poor contract management. People and companies named on this page are characters in the working solution.
Tracking what each contract commits both sides to — notice deadlines, renewals, price increases, rebates, minimum commitments, reports and audits — and making sure each one is acted on in time. The Contract Obligation Register reads every supplier contract and amendment into one register, turns those terms into dated obligations with owners, and alerts them ahead of time.
The amendment reconciler orders the agreement and its amendments by effective date. Each value in force comes from the latest document that changes its clause, and the earlier value stays as history with its citation — for example, a renewal cap of CPI + 2%, at most 5%, replaced by a fixed 7% in Amendment 2.
The owner gets a renewal brief at the first-alert lead time — 90 days before notice is due by default — and a reminder 30 days before. If no decision is recorded 14 days before the deadline, it escalates to the category head. Contracts above the value you set must not renew without a decision.
Yes. The change-of-control screener reads the acquired company’s contracts and sorts them into supplier can end, consent needed, notice only, free to assign and contract is silent, with the deadline each clause sets from the closing date. Legal confirms every classification, and single-source suppliers are flagged first.
Yes. The spend and rebate linker matches ERP purchase orders and invoices to each contract, works out the tier reached and the rebate or credit earned with the invoice lines behind it, and prices any shortfall against a minimum commitment. Finance approves each claim before it is sent.
Yes. Fields read with low confidence wait for the contract manager, the category manager decides every renewal, and Legal reviews and signs every notice before it is sent. The agents draft; they never send.
The Agentic Solution Engine builds and deploys it from your requirements — your contract repositories, playbook positions and a sample of your contracts — and it goes live once every quality gate has passed. We will walk you through it on your own contracts first.
Every CRO bid re-priced to the study you asked for and compared like for like, each number traced to its page.
1-min filmInvoice AuditorEvery invoice line checked against its contract, rate card and PO, and overcharges held before the money leaves.
1-min filmProcurement Front DoorAnyone asks in plain words, and every request takes the right way to buy and reaches a purchase order in under two days.
1-min filmWe’ll run the Contract Obligation Register on a sample of your own supplier contracts and amendments.