Concept, built to show the software behind a manual role. Not delivered client work.
Renewals charge because nobody owns the calendar.
Nobody approves an auto renewal. It happens, and it shows up as a variance nine months later.
The role you would hire for
The role is processing purchase requests and vendor invoices, enforcing the approval policy, maintaining the vendor list, tracking contract renewals, and supporting the budget process. Renewals are one line in a list of eight.
The manual process that implies
Requests arrive by email and get approved by whoever is available. Vendor agreements sit in a shared drive, each with its own notice window buried in section nine. Nobody is against reviewing them. It is simply that the only person who would notice a renewal is the person who happens to open the invoice, and by then the notice window closed eleven days ago.
$93,000
renews automatically inside ninety days across seven agreements, four of which have no owner
Renewals auto charge because no one owns the calendar. Approvals are the easy half of this job. The expensive half is the agreements that renew whether or not anybody makes a decision.
Three screens
Built to be read in a screenshot, then clicked through by whoever it lands with.
Detail
The three places where this stops being a report and starts being a tool.
What it would take to build for real
The concept is a proposal about the shape of the work. This is the honest version of the rest.
What it reads
Purchase requests and vendor invoices from the accounting system, the vendor agreements themselves for renewal dates and notice windows, and the seat or usage reports that say whether a subscription is being used.
What it writes
An approval with the policy checks recorded, an owner against every agreement, and a calendar entry inside the notice window rather than on the renewal date.
What is genuinely hard
Getting the renewal terms out of the agreements. This is the piece everyone hopes is automatic. It is mostly automatic and needs a person for the rest, and the screen should be honest about which is which.
Shape of the work
Four to six weeks. Roughly $9,000 to $15,000. The renewal calendar is often worth more than the approval queue and takes less time to build.
Every engagement is staffed with a dedicated team and a named project lead who works directly with the person who owns the process. The software above was built before anyone paid for anything, which is the point.