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Vendors and contracts
Vendor management that keeps contracts and IT budgets close
Keep vendors, contracts, budgets, purchase activity, and renewal context close to operational modules.
IT Assets · 1,284 tracked
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Aditi Singh
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Product proof
Already live in the product
Backed by app modules
Running in production today: vendor management, vendor contracts, and IT budget tracking.
Protected app route: /vendors
How it works
Built around real workflows
Highlights below describe capabilities already present in the protected app behind this page.
Vendor records
Contract tracking
Budget visibility
Purchase workflow alignment
Workflow
What teams can do here
Step 1
Register vendors
Step 2
Track contracts
Step 3
Connect procurement
Step 4
Review budget impact
How it works
How it works
01
Keep a single vendor catalogue
Store each supplier once — contact person, email, phone, address, website and tax ID — and mark vendors active or inactive without losing their history.
02
Track contracts and SLAs
Attach contracts to a vendor with start and end dates, contract value, SLA terms and the signed document. Status auto-updates to expiring or expired as the end date approaches.
03
Get ahead of renewals
Each contract carries a notice window (30 days by default) and an auto-renew flag, so contracts move to “expiring” in time for you to renegotiate or cancel.
04
Watch the budget impact
IT budget categories hold an allocation per fiscal year, and approved expenses roll up against them — showing spent, remaining and a status of on-track, warning or over-budget.
Example
A worked example
Say a regional hospital’s IT team manages 22 suppliers — imaging vendors, an MSP, telecom, printer leasing. Each is entered once with contacts and tax IDs, and every support contract is attached with its value, SLA terms and the signed PDF. The MSP’s ₹18-lakh annual contract flips to “expiring” 30 days before its end date, prompting a renewal review with the paperwork already to hand. Meanwhile the year’s support spend is logged as approved expenses under an “AMC & Support” budget category, which shows spent, remaining and a warning state as it nears its allocation — before finance discovers the overrun at year-end.
FAQ
Frequently asked questions
How are vendors linked to what they supply?
Vendors are referenced by assets, purchase orders and maintenance records, so from a supplier you can see the hardware they provided and the orders raised against them, and licences carry their own vendor details.
When does a contract show as expiring?
Each contract has a notification window — 30 days before the end date by default — and the status automatically becomes “expiring”, then “expired” once the end date passes. Extending the end date resets it back to active.
Can I store the signed contract itself?
Yes. A contract record accepts a document upload (the signed PDF or scan) alongside its number, value and SLA terms, so the paperwork lives with the metadata.
Does the platform track spend against a budget?
IT budget categories hold a per-fiscal-year allocation, and approved expenses aggregate against them to show spent, remaining, percentage used, and whether the category is on-track, in warning or over budget.
What is the auto-renew flag for?
It records that a contract renews unless it is terminated before the end date, so renewing agreements are distinguished from ones that need a fresh negotiation.
Will I get warned before a contract auto-renews?
Contracts flip to “expiring” inside their notice window — 30 days by default — whether or not auto-renew is set, so renewing agreements surface in time to terminate or renegotiate before they roll over.