Contract obligation management that never lets a notice window or a rebate close unseen
No missed renewal or rebate, each term linked to its source page.
See one case, screen by screen ↓It is keeping track of what each contract requires and allows — notice deadlines, renewals, rebates, service credits, reports, audits and minimum commitments — and acting before each window closes. Contract Obligation Management adds seven agents that read every supplier contract and amendment, date each obligation from its clause and put every notice window on one timeline, for people to decide and sign.
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Supplier contracts renew themselves unless written notice reaches the supplier by a date buried in a clause. The terms sit across a legacy CLM, the procurement suite, supply and R&D team sites, shared drives, email attachments, paper scans and the data rooms of companies you acquired — and amendments change them. A renewal cap of CPI + 2% becomes a fixed 7% in Amendment 2, and nobody sees every date at once.
The cost is in the dates. A subscription renews for another year at +7% on 400 seats while 212 are used. A CRO's master services agreement renews at +6% because its notice date passed while it sat in the acquired company's archive. A volume rebate lapses because it was not claimed in writing in time. And after a deal closes, a single-source supplier of a key intermediate may end its contract unless it is notified within 60 days.
Estimated hours for one supplier renewal, by hand and with the solution.
Seven specialist agents read every contract, put each notice window on one runway, track rebates owed and draft the notices; the category manager decides and Legal signs.
Northwind Bio's analytics subscription with Summit Data Systems — $1,462,000 a year for 400 seats — renews on Jan 13, 2027 unless written notice reaches Summit by Oct 14. It is Oct 7. Here is what happens next, screen by screen, in the working solution.
The deadline monitor reads the dates in force for 2,846 contracts and recounts 6,930 obligations from today. Summit Data Systems is due notice by Oct 14 under §14.2 — 7 days left, with no decision recorded. The brief & letter writer drafts a notice of non-renewal from §14.2 and the notice clause, §21.3, to keep the right open.
“Summit Data Systems entered its last 7 days with no renewal decision recorded, so a notice of non-renewal was drafted to keep the right open.”
Dana owns 2,846 supplier contracts from nine repositories. The notice runway shows 17 windows over 16 contracts on a 9-month horizon, each bar ending on the date the contract itself sets. Summit is red at Oct 14 · 7 d; two inherited Halden contracts, Pellucid Fine Chemicals and Tessaline Excipients, close on Oct 17 and Oct 20. Beside it, money on the table: $263,000 owed to us under contract terms.
A dashed line after each notice date runs to the renewal: “Locked in if no notice”.
The window opens beside the runway: “Renews Jan 13 at +7% for 12 months”, with §14.2 quoted and the operative words highlighted. Its history is there too — renewal brief sent to Omar Haddad on Jul 16, no decision and escalated to the category head on Sep 30, red at 06:05 today. Renewing at +7% costs $1,564,340 a year; renegotiating to about 240 seats, about $903,500.
The draft notice is already in the panel, addressed to Summit's Legal Department in Denver, by courier and email.
The amendment reconciler finds that Amendment 2 §3 replaced the 5% renewal cap with a fixed 7% — above the 3% playbook position. Sign-in data shows 212 of 400 seats used in the last 90 days, with a peak of 231 in the last 12 months. The brief sets out three options with their money: let it renew ($1,564,340 a year), give notice and renegotiate to 240 seats (about $903,500, saving about $660,800), or give notice to end (saves $1.46M a year, move costs about $380K).
“Give notice and renegotiate” — recommended. The category manager decides.
Omar picks the recommended option. The notice letter is drafted from the contract: under Section 14.2 Northwind gives notice that the agreement will not renew automatically when the current term ends on Jan 12, 2027, proposes a new order form for about 240 named users with any increase in line with its standard position, and states that it is delivered as Section 21.3 requires. Every clause it relies on is cited.
The brief & letter writer never sends. A person signs every letter.
Lena reviews the notice and signs it: document, signer, meaning — “I approve and send this notice” — and delivery by courier and email, as Section 21.3 requires.
“Your signature, name, meaning and time are recorded in the audit trail.”
The notice goes by courier and email to Summit's legal notices address and is filed to the contract record. The contract moves to Renegotiating, and a renegotiation meeting with the supplier on Oct 20 goes on the calendar.
“Next: renegotiation meeting with the supplier on Oct 20 — on the calendar.”
From 1,284 ERP invoice lines, Kestrel Lab Supplies' net spend for the contract year is $4,321,714 — past the $4.0M tier, so 3.5% applies to all of it: $151,260, to be claimed in writing by Nov 29. Harborline Logistics' September on-time-in-full was 96.1% against a 98% target, so it owes an $18,740 service credit, claimable to Oct 30. Priya Raman approves each claim.
On our side: Alder Peak's fill-finish minimum is 5 batches short — $2.05M if nothing changes.
Of 412 files found in the Halden Therapeutics data room, 398 are read, cited and screened, and 361 confirmed by Legal. Nine let the supplier end the contract, 23 need consent, 41 need notice only, 287 are free to assign and 38 are silent. First on the board: Pellucid Fine Chemicals, single source of the key intermediate KI-4, to be notified by Oct 17.
Legal confirms every classification; single-source suppliers are flagged first.
The same contracts, seen by the five people who carry them — how it worked before, and how it works now.
Seven specialist agents read every contract, put each notice window on one runway, track rebates owed and draft the notices; the category manager decides and Legal signs.
Collects contracts from nine repositories, tells masters, supply agreements, 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, recounts them each morning, alerts and escalates.
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 options and their money, and drafts notices, consent requests 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 say what to watch for. Every answer links to the clause behind it.
What needs a decision before its notice window closes?
Most urgent first: Summit Data Systems by Oct 14, which renews at +7%; Pellucid Fine Chemicals by Oct 17, where the supplier may end the contract; Tessaline Excipients by Oct 20, where consent is needed after the deal. The biggest is Summit: it renews on Jan 13 at +7% for 400 seats while 212 are used.
Which Halden contracts let the supplier walk away after the deal?
9 of the 398 Halden contracts let the supplier end the agreement after the deal. Three windows close on Oct 17: Pellucid Fine Chemicals, Corrigan Bioanalytics and Ostrava Peptide Works. Pellucid 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.
The alerts, playbook positions and approvers every contract is checked against are settings, applied to every contract and versioned.
| Setting | Default | Choose from |
|---|---|---|
| First alert before a notice deadline | 90 days | 30 to 180 days, in steps of 15 |
| Mark a window as closing | 7 days | 3 to 21 days, one day at a time |
| Escalate to the category head | 14 days before the deadline | 7 to 35 days, in steps of 7 |
| Renewal price increase accepted without category head approval | 3% | 0% to 8%, one point at a time |
| Automatic renewal: contracts above this annual value need a decision before they renew | $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 |
| Claim windows | On | Finance is told when a rebate or credit is earned and 14 days before the claim window closes |
| Approvals | Category manager decides · Legal signs notices · Finance approves claims | Approver named for each step |
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 contract data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (World Commerce & Contracting benchmark — about 9% of revenue lost to poor contract management). People, companies, products and contracts named on this page are fictional — characters and sample data in the working solution.
It is keeping track of what each contract requires and allows — notice deadlines, renewals, rebates, service credits, reports, audits and minimum commitments — and acting before each window closes. Contract Obligation Management adds seven agents that read every supplier contract and amendment, date each obligation from its clause and put every notice window on one timeline, for people to decide and sign.
The owner gets a cited renewal brief 90 days before notice is due, and the category head is told 14 days before if no decision is recorded. When a window enters its last 7 days with no decision, the bar turns red and a notice of non-renewal is drafted from the contract's own notice clause, so the right is kept while the category manager decides. All three lead times are settings.
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 increase of CPI + 2%, at most 5%, replaced by a fixed 7% in Amendment 2.
Yes. The spend & rebate linker joins ERP purchase orders, invoices and usage to each contract, tracks progress to rebate tiers, service credits and minimum commitments, and shows the invoice lines behind every number. Finance is told when a rebate or credit is earned and 14 days before its claim window closes, and approves each claim letter.
Yes. The change-of-control screener reads the inherited contracts for change-of-control and assignment terms and sorts them: the supplier can end, consent is needed, notice only, free to assign, or the contract is silent — with the deadline each one sets from closing. Legal confirms every result, and single-source suppliers are flagged first.
No. The agents report what each contract says, with its passage and page, and draft briefs and letters. They never invent a value, never overwrite history and never send: a person signs every letter, and privileged legal notes are never quoted.
Yes. The category manager decides each renewal, the category head confirms above $1M or above the playbook cap, Legal reviews and signs every notice, and Finance approves every claim. Every decision and signature is on the audit trail.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your playbook positions, approval rules and a sample of your supplier contracts and amendments — and it goes live once every quality gate has passed. We will walk you through it on your own contracts first.
Every CRO bid compared like for like, each number traced to its page.
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1-min demoWe'll run Contract Obligation Management on a sample of your own supplier contracts and amendments.