Contract comparisons that used to take days now take minutes
A fraud prevention technology company tracks software contracts in Airtable, comparing versions year over year by application, extracting contract values and seat counts from uploaded PDFs with AI, and visualizing spend against seat count on dual-axis interface charts. IT and Finance get accurate historical comparisons and real-time analytics that replaced manual spreadsheets.
The problem
Comparing a renewed contract to its predecessor meant manual setup every time, with brittle automations that broke when a vendor changed its PDF layout. There was no easy way to see how a contract had changed year over year.
Extracting values from PDFs was time-consuming and error-prone, and vendor and tool data was scattered across separate trackers. Contract anomalies, like a rising price with a falling seat count, went unnoticed until a renewal conversation surfaced them.
What they built
IT, Finance, and Procurement built a base that tracks every contract with start and end dates, seat count, and contract value, then compares successive contracts year over year by application through linked rollups.
AI extraction pulls total contract value, seat counts, and terms directly from uploaded vendor PDFs, feeding interface charts that visualize contract value and seat count by quarter on the same axis. Automated alerts flag when a contract's value rises while its seat count falls, and NetSuite and a dedicated contract tracking tool keep the base connected to the account's existing finance stack.
The outcome
Manual comparison work gave way to AI extraction and relational modeling, so a renewal review pulls from structured data instead of a fresh spreadsheet every cycle. Historical comparisons are now accurate and available in real time.
Automated charts and rollups surface trends faster, and proactive alerts on contract anomalies mean IT and Finance catch a bad renewal term before it is signed rather than after. Vendor and contract data now lives in one consolidated place.
Inside the solution
Contract and Vendor Management
Finance & Procurement
- Contract tracking with start and end dates, seat count, and contract value
- Year-over-year comparison by application with rollups
- AI extraction of total value, seats, and terms from PDFs
- Interface charts visualizing contract value and seat count by quarter
- Alerts when contract value rises while seats fall
- Vendor and tool catalog with usage rollups
- Manual comparison setup with brittle automations
- No easy way to compare successive contracts
- Time-consuming data entry and extraction from PDFs
- Limited visibility into contract trends and anomalies
- Fragmented vendor and tool data
- Reduced manual work via AI extraction and relational modeling
- Accurate historical comparisons with real-time analytics
- Faster insights via automated charts and rollups
- Proactive alerts on contract anomalies
- Consolidated vendor and contract data
- IT
- Finance
- Procurement
- NetSuite
- Contract lifecycle tool
Contract and vendor management
Track every software contract with its term dates, seat count, and total value, link each renewal to the contract it replaces, and see spend and seats by quarter alongside vendor security posture on one dashboard. AI fields extract terms from uploaded contract PDFs and draft year-over-year comparisons and negotiation briefs, while automations open the renewal checklist, update the application when a contract is signed, and alert the team the moment a renewal costs more for fewer seats.
From manual PDF review to automated contract analytics
Copy the templates
Link contracts by application
Turn on AI extraction and alerts
FAQ
Frequently asked questions
When a PDF is uploaded to a contract record, AI extraction reads the document and populates fields like total contract value, seat count, and key terms, cutting the manual data entry that used to take up most of a renewal review.
Each contract links to its predecessor by application, so a rollup automatically surfaces how value and seat count changed at renewal instead of someone rebuilding the comparison from scratch.
An automation flags any contract where the value increased while the seat count decreased, surfacing exactly the kind of unfavorable renewal term that used to go unnoticed until a budget review.
Spreadsheets could not link successive contracts or extract terms automatically. The relational base gives IT and Finance real-time analytics and a consolidated vendor catalog instead of one-off files per renewal.
Yes, directly. AI field extraction from uploaded PDFs is a core part of this workflow, pulling contract value, seat counts, and terms without manual re-entry.