Understanding Contract/Invoice Ingestion
To ensure our SaaS spend management tool can accurately process your contracts and invoices, please ensure they contain the following essential information:
Required Data Points
- Contractual Information:
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- App Name: The name of the software or service being contracted.
- Start Date: The effective date of the contract.
- End Date: The expiration date of the contract.
- Currency: The currency used in the contract (e.g., USD, EUR).
- Auto-Renewal: Indicate whether the contract auto-renews.
- Payment Schedule: The frequency of payments (e.g., net 30, monthly, annually).
- Licensing Details:
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- License Tier: The type of license (e.g., Standard, Premium).
- Number of Licenses: The quantity of licenses purchased.
- Cost per License: The price per license.
- Cost Timeline: Whether the cost is billed monthly or annually.
Data Format and File Type
- Format: Please ensure your contracts and invoices are in PDF format.
- File Naming: Use a consistent naming convention that includes relevant information, such the App name, start or end date of contracts so its easy to track the contracts (e.g., "Zoom_0424_to_0425.pdf”).
Uploading Contracts
Simply navigate to the Settings > Manage data > Contracts and click “Upload contract documents”. Once the contract is upload, our Customer Operations team will manually review the contract, extract the required data, and update the information in our system.
Accepted Document Types
While contracts are the primary document type, we can also process other documents that contain the required data points. This includes but is not limited to:
- Invoices
- Purchase Orders
- Service Agreements
- Statements of Work (SOWs)
If you have a document that doesn't fit the traditional contract format but includes the necessary information, please upload it.
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