Legal & Paralegal · Analyze & Recommend
Vendor agreement audit with terms, spend, and usage in one brief
Sixty days before each vendor renewal, a brief lands with contract terms, spend from Ramp, and usage data from your warehouse. Doe has read every agreement in your repository and remembers how past negotiations played out. It knows what you are paying, what you are using, and where you have leverage.
Works acrossNotionRampSnowflakeSlack
What you get.
Doe knows your vendor contracts, your spend history, and how past negotiations played out. Sixty days before each renewal, it produces a brief with a renew, negotiate, or cancel recommendation that reflects how your team actually makes these calls.
Vendor renewals sneak up and nobody is prepared
The renewal notice arrives 30 days out. Someone forwards it to legal. Now you need to find the original agreement (DocuSign? shared drive? someone's email?), compare the renewal terms, and figure out whether the team still uses the tool enough to justify the cost.
The contract is in one place, usage data is in another, spend history is in Ramp. Pulling it all together for one vendor takes hours. Multiply that by dozens of renewals per quarter.
What changes.
- 01Renewal awarenessBefore · Notice arrives 30 days out, scramble beginsWith Doe · 60-day advance prep with all terms pulled
- 02Contract locationBefore · Dig through DocuSign, email, shared drivesWith Doe · Terms, spend history, and usage data pulled into a single brief
- 03Usage analysisBefore · Ask IT or the team if they still use itWith Doe · Actual usage data compared to contracted capacity
- 04Negotiation preparationBefore · Wing it or accept the renewal as-isWith Doe · Data-backed points informed by your past negotiation outcomes
How Doe prepares vendor renewal audits
- 01Scans the contract tracker for renewals within 60 daysNotionDoe found 3 upcoming renewals: Datadog ($84K/yr, auto-renews March 15), Zendesk ($36K/yr, auto-renews March 22), and a recruiting platform ($18K/yr, 30-day notice required)
- 02Pulls 12-month spend history for each vendorRampDatadog: $84K trailing 12 months, up from $72K prior year. Zendesk: steady at $3K/mo. Recruiting platform: $1.5K/mo flat rate since onboarding
- 03Queries actual usage against contracted capacitySnowflakeDatadog at 62% of host and log capacity over 90 days. Zendesk: 18 of 25 agent seats active. Recruiting platform: 3 job postings in 6 months on an unlimited plan
- 04Cross-references spend, usage, and past negotiation outcomesDoeDatadog: NEGOTIATE, usage at 62%, recommend downsizing to save $22K/yr and rejecting the 15% escalator. Zendesk: RENEW with seat reduction (18 from 25). Recruiting platform: CANCEL, usage does not justify the flat rate
- 05Posts the renewal audit to #vendor-managementSlackDoe tagged each budget owner, highlighted negotiation deadlines, and added key dates to the team calendar
- 06RecurringEvery Monday, scanning 60-day renewal windowEvery week, Doe checks for contracts renewing in the next 60 days and produces a brief with terms, usage, spend, and a recommendation. Each cycle, it draws on the institutional knowledge of how your team negotiates, so recommendations get more specific over time. Renewal audit posted to #vendor-management in Slack.
Up and running in under ten minutes.
- 01Connect your toolsOne-click OAuth for each integration. No API keys, no engineering.
- 02Describe what you need“Pull every vendor contract from our Google Drive legal folder, cross-reference spend in Ramp and usage in Snowflake, and flag any renewal coming up in the next 60 days where we are under 70% utilization.”
- 03It runs on scheduleRuns weekly, scanning for renewals within 60 days, and posts each audit to your vendor management channel.
Before you delegate.
- 01Where does Doe find our vendor contracts?During setup, you point Doe at wherever you store contracts: Google Drive, Notion databases, Dropbox, or a shared folder. It reads every contract, SOW, and amendment and keeps them indexed. PDFs, Word docs, Google Docs, all searchable. When new contracts or amendments are added, Doe reads them automatically and updates what it knows about each vendor relationship.
- 02How does Doe access vendor usage data?Doe queries your data warehouse (Snowflake, BigQuery, Postgres) where usage metrics are typically aggregated. For vendors with direct API access, Doe can pull usage data from the source. It also cross-references spend data from Ramp or your expense management platform. The more data available, the more specific the recommendation.
- 03Does Doe draft the message to send to the vendor?The audit brief includes your negotiation position and specific talking points for each vendor: usage trends, pricing benchmarks, contract gaps. You use that to write the email or prepare for the call. Doe gives you the ammunition. You handle the conversation.
- 04What if we have hundreds of vendor contracts?Doe prioritizes by renewal date and contract value. You can set thresholds: for example, full audits for contracts over $20K and summary checks for smaller ones. The weekly brief focuses on what needs attention now.
- 05Does this work for multi-year contracts?Yes. Multi-year contracts are often forgotten until renewal. Doe tracks price escalators, renewal windows, and opt-out deadlines across the full contract term, plus usage trends over time. When year 2 or 3 renewal discussions come up, you have the full history already compiled.