Turn scattered vendor agreements into a controlled renewal system.
Validated deadlines, clear owners, and timed reminders.
1) The Control Gap
When renewal data is scattered across inboxes, drives, calendars, and spreadsheets, teams lose time to evaluate options before notice deadlines.
3) How it works
1
Collect
Add active agreements to a controlled SharePoint library.
2
Extract
Capture relevant terms manually or with approved AI assistance.
3
Validate
A person verifies each consequential date and contract term.
4
Calculate
Rules derive the cancellation deadline from validated inputs.
5
Decide
Owners record Renew, Renegotiate, Cancel, or Replace.
6
Follow through
Reminders, escalations, and tasks keep each decision moving.
4) What the system includes
Controlled SharePoint repository and metadata; AI-assisted extraction with a human-validation queue; deterministic cancellation-deadline calculation; reminder and escalation stages at 180, 90, 60, 30, and overdue; Renew, Renegotiate, Cancel, or Replace decision records; and a dashboard with a weekly exception digest.
AI can help read a contract. It does not approve a renewal, commit funds, or replace the accountable owner.
6) Why Microsoft 365
The base system can use SharePoint, Microsoft Lists, Power Automate, Outlook, and Teams in the client-administered environment. Deterministic rules handle dates, routing, reminders, approvals, and reporting; AI is an optional accelerator for unstructured document review.
7) Ideal fit
- Approximately 75–300 employees
- Uses Microsoft 365
- Manages dozens or hundreds of recurring vendor agreements
- Tracks renewals across email, spreadsheets, calendars, or shared folders
- Does not have an effective mature CLM control
8) Brief FAQ
What is the scope?
Focused specifically on vendor agreement renewal lifecycle management.
Are extra licenses needed?
Microsoft licensing requirements are confirmed during discovery; customer-owned Microsoft, Power Platform, AI, and other third-party licenses are not included.
Is there human validation?
​
​Yes. A person verifies consequential dates and contract terms.
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Who owns the client data?
You retain full ownership and control of all contract and metadata within your tenant.
Is AI mandatory?
No, AI contract reading features are optional and can be toggled based on preference.
9) Find the renewals that need attention first.
2) Outcome Band
Validated deadline · Accountable owner · Recorded decision · Execution evidence · Spend visibility
May not be fit
- Only a handful of agreements renew
- An effective mature control already exists
- ​Immediate complex ERP integration is required