Contract obligation management that claims every penalty owed inside its window and misses no renewal
Every penalty owed claimed inside its window, and no renewal missed.
See one case, screen by screen ↓A utility holds thousands of supply, service, EPC and PPA contracts: water network repair frameworks, substation design-and-build, chemical supply, smart meter supply and install, call-centre outsourcing, fleet leases. Between them they carry service levels with service credits, delay damages, price-indexation formulas, warranty and reinstatement guarantees, insurance certificates and bonds, renewal notice windows and spending ceilings on blanket agreements. Those obligations sit in PDFs and in the contract manager's head.
A service credit needs the month's performance measured and a notice served inside a short window — ten business days on Lumina's repair framework. So the supplier's own monthly report is taken at face value, and exclusions such as “access denied” or “third-party damage” are rarely tested against the clause. Index-linked price rises are paid as invoiced, warranty notice periods of 20 to 30 days lapse, auto-renewal dates pass at the old rates, and crews keep working after an insurance certificate expires or a blanket agreement passes its ceiling.
Estimated split for checking one supplier's monthly performance report and serving the claim, in working hours, by hand and with the solution. The claim window on the sample contract is 10 business days.
Six specialist agents read every contract, measure every service level from the utility's own records and draft each claim; the contract manager signs.
Lumina Utilities runs electricity and water. Harrowgate Civils holds its water network repair and maintenance framework, LUM-C-2291: $3,800,000 a month, Priority 1 bursts and leaks attended within 2 hours in 98% of instances. Harrowgate's September report arrived on Thu 8 Oct. Today is Tue 13 Oct. Here is what happens next, screen by screen, in the working solution.
Nadia runs 140 contracts. Her radar is read from 1,842 contracts and 11,406 obligations, swept at 06:00. Rings are time — Now, 30 days, 90 days, 6 months, 12 months — and seven sectors are the obligation types. Each blip's colour and size are the money at stake: Kestrel Bay delay damages at $240.5K, Brightline's renewal at $372K, Tolland's $1.2M bond. Harrowgate's KPI 2 sits in the 30-day ring as “Watching”: report received Thu 8 Oct — not yet checked.
“Every dated obligation in Lumina’s contracts. The nearest are in the centre; colour and size show the money at stake.”
Nadia clicks “Check September against the contract”. The tracker reads Harrowgate's report — 1,214 Priority 1 jobs, 61 excluded by Harrowgate, 97.8% reported — then recomputes from the work-management instruction and arrival times: 1,128 of 1,214 reached site within 2 hours. Each step appears in the side panel as it runs.
Schedule 4, Table 4.1 · KPI 2: “the Contractor shall attend site within 2 hours of the instruction in not less than 98% of instances in each month.”
A job may be excluded only where an access-denied or third-party record, with a photograph, is logged before the attendance deadline. 9 of the 61 pass. 34 access-denied claims had no photo or were logged after the 2-hour deadline, 10 third-party claims had no record on the job, and 8 weather claims had no severe-weather event declared under §6.4. Job WO-26-47731, a burst main on Coldharbour Lane, was instructed at 02:14 and reached at 05:02; access denied was logged at 05:09.
Limit: the tracker never accepts a supplier figure without recomputing, and is read-only on every source system.
Measured: 1,128 of 1,205 qualifying jobs, 93.6% — 4 full points below the 98% target that Variation 3 set. Under §5.2 that is 4 × 2.5% × $3,800,000 = $380,000, inside the 15% cap of $570,000. July was 97.2% and August 96.4%, so September is the third month below target and clause 18.2 applies. The blip turns red, grows and moves into the Now ring, which rises to 2 open items and $435.5K.
“Breach found — $380,000 claim drafted · window closes Thu 22 Oct”
The claim drafter writes the notice of service credits to Callum Reeve, Harrowgate's Contract Representative, with margin notes beside each paragraph: the 10-business-day window under §7.1, the target from Variation 3, the 52 exclusions rejected, the measurement from work-management jobs WO-26-44102 to WO-26-49318, and the formula and cap — full points only, 4.39 becomes 4. The sum panel shows the working line by line, and Annex A lists the 52 jobs.
Limit: the claim drafter never sends — a person signs — never claims past a cap, and every figure cites its clause.
Nadia checks the clause, the figures and Annex A, and sends the claim to Owen, because it is over $250,000. Owen approves: “Clause and sums agree. Approved.” Nadia signs and sends it by email and recorded delivery, as clause 22.1 requires, with notice SC-2291-09 and Annex A attached. Accounts payable is told to deduct $380,000 from the October invoice under clause 14.4.
“Signed by Nadia Okafor, approved by Owen Achebe. Sent 9 days before the window closes.”
Service levels shows every measured KPI for September across 12 contracts. Brightline reported 79.1% of calls answered within 30 seconds; Lumina's call logs say 78.4% against an 80% target — missed by 1.6 points, $41,600 due. Northgate's meter installs right first time came in at 96.8% against 97%: below, but under 1 point, so no credit — full points only.
“Every measured service level, recomputed from Lumina’s own records — job times, call logs and meter data — beside what the supplier reported.”
Open the Harrowgate contract and every obligation is highlighted in the text with its note: the term and extension notice, the $228,000,000 ceiling, the 12-month reinstatement guarantee, the deduction right, the insurance clause, persistent failure and the notices clause. The reader took 3 min 12 s for 214 pages, applied Variation 3 to KPI 2 (97% to 98% from 1 Apr 2026) and linked 4 service levels to Lumina's records.
Sent to counsel: clause 9.6 “reasonable endeavours” has no clock — Hugo Lindgren confirmed: not dated.
Brightline's call-centre contract auto-renews on 31 Jan 2027 unless written notice is served by Mon 2 Nov, and re-tender quotes are about $372K a year lower. Orbis's fleet leases go month to month at +18% unless the option is exercised by 15 Dec. Altmark's transformer framework cannot be extended, and its 9-month re-tender lead time passed 105 days ago. The watcher drafts the Brightline non-renewal notice; Samir decides.
“Samir Haddad decides. Nothing is served until he records the decision and Nadia signs.”
The monitor matched 3,412 call-off orders and releases to 5 agreements from purchasing at 06:00. Northgate's smart meter agreement has $16.9M released against an $18M ceiling at $0.9M a month, so it runs out about 19 Nov 2026 — about 5 months before the meter rollout finishes in April 2027. Nadia can request a ceiling variation or hold new releases.
Limit: the monitor never raises or cancels an order.
The same contracts, seen by the five people who answer for them — what their month looked like, and what it looks like now.
Six specialist agents read every contract, measure every service level from the utility's own records and draft each claim; the contract manager signs.
Reads executed contracts, schedules and variations in date order and records every obligation with its exact quote, clause and page, the trigger, the clock (calendar or business days), the formula and any cap. Applies each variation to the clause it amends and keeps the history.
When a supplier's performance report arrives, recomputes each service level from Lumina's own records — work-management instruction and arrival times, contact-centre logs, meter data — and tests every exclusion the supplier claims against the contract's exclusion clause and its evidence rule.
Computes service credits, damages and warranty claims with the contract's own formula — full points only where the clause says so — stops at the cap, and drafts the notice citing each clause, with the evidence attached and addressed the way the notices clause requires.
Computes notice, option and re-tender dates from each contract's own rule — calendar or business days, and how the notice must be sent — and reminds decision owners at 60, 30 and 10 days.
Recomputes index-linked prices against the named index and reference month, and flags price notices and invoices that charge more — Calder Chemicals notified +11.4% for 1 Nov when the index moved +6.2%.
Matches call-off orders and releases to their blanket agreements and frameworks, and forecasts the day each ceiling is reached at the current monthly rate.
Checks and signs; Head of Commercial approves over $250K. The agents propose; a named person decides.
Ask about any contract, obligation, claim or date — or say what to draft. Every answer points to its clause.
What money can we claim before the end of October?
Five claims are owed and dated before 31 October: Harrowgate's service credit, $380K by Thu 22 Oct; Altmark's transformer warranty, $64.5K by Wed 28 Oct; Harrowgate's failed reinstatements, $55.5K by Tue 27 Oct; Northgate's meter warranty, $49.4K by Sat 31 Oct; and Brightline's service credit, $41.6K by Fri 30 Oct. Harrowgate's $380K is the largest and the window closes Thu 22 Oct.
Why is Harrowgate's figure different from ours?
Harrowgate reported 97.8% by excluding 61 late jobs. The contract allows an exclusion only with a photo logged before the 2-hour deadline; 9 qualify. Counting the other 52, Lumina's job times give 1,128 of 1,205 = 93.6%. That is 4 full points under 98%, so the credit is $380,000.
Which renewals need a decision before November is out?
Two: Brightline auto-renews unless notice is served by Mon 2 Nov — re-tender quotes are about $372K a year lower. Calder Chemicals raises prices on 1 Nov by 11.4% when the index moved 6.2%. Altmark's framework also ends 31 Mar with no re-tender started — the 9-month lead time has passed.
Draft the reply to Varden's extension claim
Drafted for Inés Calloway and Hugo Lindgren. Varden asks for 21 days for late switchgear; the contract keeps delay damages running at $18,500 a day from 30 September — $240,500 so far. The draft accepts 6 days (the switchgear delivery Lumina changed), rejects 15, and asks for the programme within 7 days. It is due by Tue 3 Nov.
13 screens from the working solution, on its sample data. Pick one to see it large.
Approval limits, reminders, how service levels are measured and how the radar reads are settings, chosen by the commercial team.
| Setting | Default | Choose from |
|---|---|---|
| Claims that need the Head of Commercial | Above $250,000 | Set in steps of $50,000 — service credits, damages and warranty claims above this sum |
| Claims that need the CFO | Above $1,000,000 | $500,000 · $1,000,000 · $2,000,000 — the CFO signs as well |
| Notices that need counsel | On | On · Off — persistent failure, termination, step-in and dispute notices |
| Reminder ladder | 60 · 30 · 10 days | 60 · 30 · 10 days, 90 · 60 · 30 · 10 days, or 30 · 14 · 7 days before a notice, option or claim date |
| Escalate to the category manager | 10 days | 5, 10 or 14 days before, when no decision is recorded |
| Re-tender lead time | 9 months | 6, 9 or 12 months before a contract ends, if no re-tender has started |
| Measure from Lumina's own records | On | On · Off — work-management job times, contact-centre logs, meter data, never the supplier's report alone |
| Test every exclusion against the contract | On | On · Off — an exclusion counts only with the evidence its clause requires |
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 data · “target” = the design goal, measured in the live solution · “estimated” = our estimate: 0.5% of an illustrative $610M a year of third-party spend · “typical” = published figures (World Commerce & Contracting, Contract Management: An Overlooked Driver of Business Agility and Financial Performance, 2025 — average value erosion almost 9%; the UK National Audit Office's Yarl's Wood report, as reported by BDC Magazine, 2018 — £56,000 of £585,600 in service credits imposed). Lumina Utilities and the people, suppliers, contracts and records named on this page are fictional — characters and sample data in the working solution.
Software that turns every obligation in your contracts — service levels and credits, liquidated damages, price indexation, warranties, insurance and bonds, renewal notices and spending ceilings — into dated, owned items you can act on before they pass. Contract Obligation Management adds six agents that read the contracts, measure suppliers from your own records and draft the claim or notice; the contract manager signs.
The SLA performance tracker recomputes each service level from your own records — work-management instruction and arrival times, contact-centre logs, meter data — and tests every excluded job against the contract's exclusion rule. In the sample case, Harrowgate reported 97.8%; with 52 of 61 exclusions failing the contract's photo-and-timing rule, the measured figure was 93.6%.
Each claim window is computed from the contract's own clause, in calendar or business days, and the claim drafter writes the notice with the contract's formula and cap as soon as a breach is measured. In the sample case the $380,000 notice went out 9 days before its 10-business-day window closed.
Yes. The sample portfolio includes a 120 MW solar power purchase agreement with a price escalator, a 132/33 kV substation design-and-build contract with delay damages of $18,500 a day, a long-term turbine service agreement, supply frameworks, outsourced services and leases.
The renewal and notice watcher computes every notice, option and re-tender date and reminds owners at 60, 30 and 10 days, escalating to the category manager when no decision is recorded. It never lets an auto-renewal pass without a recorded decision, and insurance certificates, bonds and blanket-agreement ceilings sit on the same radar.
Yes. The agents propose and draft; they never contact a supplier, serve a notice, hold a payment or edit source data. The contract manager checks and sends, claims over $250,000 need the Head of Commercial, and persistent-failure, termination and dispute notices need counsel.
Yes. The approval thresholds, counsel review, the reminder ladder, escalation days, re-tender lead time, how service levels are measured, the exclusion test and the radar's money bands and centre ring are all settings, and every change is saved as a new version.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your contracts and variations, a month of supplier performance reports and the records you measure them against — and it goes live once every quality gate has passed. We will walk you through it on your own contracts first.
We'll run Contract Obligation Management on a sample of your own contracts and a month of supplier reports.