Contract Management System

SpendQube’s contract management system brings every contract into one repository, powered by AI extraction, verification and spend integration.

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Centralized Contract Repository

A true contract management system starts here: every contract lives in one platform instead of scattered across inboxes, shared drives, or supplier records.

Full contract database – upload and store contracts in one searchable location, no matter the original source
Status tabs – track contracts by state: Needs Review, Verified, Processing, Failed, Needs Linking, Stale, and Missing Sources, so you always know what still requires attention
Search and filter – find contracts instantly by vendor, document type, owner, or date
Vendor and subsidiary mapping – link contracts to the correct legal entity, including parent/subsidiary company structures

Contract Management System

AI-Powered Data Extraction

This is where contract management software should earn its keep. Upload a contract as a PDF and SpendQube automatically reads it and extracts the fields that matter, no manual data entry required.

Automatic field extraction – supplier name, document type, contract value, key dates, payment terms, governing law, and more, pulled directly from the document
Source-linked evidence – every extracted field links back to the exact paragraph it came from, so reviewers can verify at a glance instead of re-reading the full contract
AI confidence scoring – each extracted field is scored for confidence, helping reviewers prioritize what needs a closer look
Processing at scale – contracts are typically processed in under a minute, regardless of length

Human Review & Verification

AI extraction is designed to be checked, corrected, and improved at every stage of the contract lifecycle and not blindly trusted.

Field-by-field verification – reviewers confirm or correct each extracted field before it’s marked verified
Side-by-side source view – open the original contract alongside extracted data, with the relevant text automatically highlighted
Editable results – override any field manually when the AI gets it wrong or a field doesn’t apply
Review workflow built for teams – designed for contract managers and consultants reviewing high volumes of contracts, with clear visibility into what’s outstanding

Smart Categorization & Spend Integration

A contract management system is only as valuable as the data it feeds elsewhere. Contract data doesn’t sit in isolation – it connects directly to how spend is categorized and tracked.

Automatic taxonomy mapping – contracts are automatically classified into your organization’s spend taxonomy (e.g. Software as a Service, IT), removing manual categorization work
Linked to Spend Analysis – see contracted value against actual spend, and flag discrepancies or overcharges as they happen
Configurable taxonomy logic – categorization logic can be refined (e.g. checking the most specific category level first, then working upward) to improve accuracy over time

Contract Management System

Customizable to Your Business

No two organizations, or contract types, need the same data, which is why the best contract management software adapts to you rather than forcing a one-size-fits-all template.

Custom extraction fields

Define which fields to extract per client, category, or contract type (IT contracts need different fields than marketing or facilities contracts).

Editable AI prompts

Refine the instructions behind any extraction or categorization task directly, without needing a developer.

Version control on prompts

Save new prompt versions and test them against sample contracts before rolling out changes across the platform.

Model selection

Choose which AI model runs a given task, whether that’s extraction, categorization, or review, so you can pick the one that performs best for a particular contract type or use case.

Millions in Savings Found

A private equity firm achieved a projected 5.54x ROI in 12 months and standardised procurement processes across the portfolio.

160 Hours Saved per Month

Automation reached 99% categorisation accuracy, eliminated manual work and reduced annual costs by 5–10%.

High-Spend Categories Optimised in 90 Days

SpendQube revealed immediate savings in indirect spend, delivering results in the first quarter.

Full Spend Visibility Across All Units

A single source of truth improved compliance and reduced non-compliant spend enterprise-wide.

Savings Now, Resilience for the Future

A phased transformation plan aligned procurement with growth and resilience goals.

Frequently Asked Questions (FAQs)

What types of contracts can SpendQube manage?

SpendQube handles all standard procurement contract types: master service agreements, statements of work, purchase orders, terms and conditions, framework agreements and subscription contracts. Extraction fields can be configured to reflect the specific requirements of each document type.

What format do contracts need to be in?

SpendQube processes PDF files. If contracts are currently stored in other formats, they can be converted to PDF before upload. The platform is designed to handle real-world contract documents, including lengthy, unstructured agreements.

How accurate is the AI extraction?

Accuracy depends on the quality and structure of the source document, but SpendQube provides a confidence score for each extracted field so you know exactly where to focus review. Where extraction is uncertain, the reviewer is directed to the relevant paragraph in the source document to verify the result directly.

Can we customise the fields that are extracted?

Yes. Extraction fields are configurable by contract type and client requirement. If the standard field set does not reflect how your organization manages contracts, fields can be added, adjusted or removed. Built-in prompt management tools also allow extraction logic to be refined over time as the system learns from reviewer feedback.

How does contract management connect to spend analysis?

SpendQube links contract data directly to spend analysis. Contracts are automatically categorized when uploaded, and contracted values can be compared against actual supplier expenditure, making it straightforward to identify overspend, underutilized licences or suppliers where the contracted scope no longer reflects what is being purchased.

Is this suitable for organizations without an existing contract management system?

Yes, in fact, this is the most common starting point. Many organizations begin with contracts spread across emails, shared drives, and supplier systems. SpendQube is designed to consolidate from that position, and the onboarding process includes support for locating and uploading existing contracts from wherever they currently sit.