02 Claritas · United States Live
71 supplier contracts verified, and 39 auto-renewals now seen in time
A 250-person consultancy's contract register, moved off one person's spreadsheet onto a calendar with zero mismatches on load.
Part of Seven jobs done by hand, now tools they own
- Before
- 71 contracts in one spreadsheet, and once a date passed nothing recorded whether the firm had renewed or opted out
- After
- One register, every renewal and opt-out date visible, a prompt after each date passes
- 39
- auto-renewals now watched
- 265
- out-of-date details corrected on load
- Supplier register, 71 rows
- Renewal and opt-out dates
- Dates on a calendar
- Did-you-renew prompt
01 What changed
- The register stopped depending on one person remembering
- Every auto-renewal has a date someone sees before it passes
- The owner's feedback shipped the next day
The full story The problem, how we approached it, and what we built
A 250-person consultancy tracked every supplier contract, renewal date and opt-out window in one spreadsheet that one person kept by hand. Contracts auto-renewed when a date was missed. We moved the register into an app the team already had access to, verified every row, and gave it a calendar.
02 The problem
Seventy-one supplier contracts, 43 fields each, lived in a spreadsheet owned by one person in procurement. Thirty-nine of them renewed automatically unless someone acted before the opt-out date.
Once a date passed, nothing recorded whether the firm had renewed or opted out. The firm had looked at a sales platform for this and turned it down, partly because every viewer would have needed a licence.
03 The approach
The firm's own app held 45 of the 71 suppliers. We added the 26 that were missing, corrected 265 out-of-date details including renewal dates on contracts that had already renewed, and verified all 71 rows against the register with zero mismatches before it went live.
Then we gave it the one thing the spreadsheet could not do: a calendar of renewal and opt-out dates, a 90-day reminder, and a prompt after each date asking whether the firm renewed or opted out. The register's owner gave twelve pieces of feedback on 23 July. Eleven were live the next day.
04 What we built
- Supplier register with 71 contracts loaded and verified row by row
- Renewal and opt-out calendar across every auto-renewing contract
- Terms, spend and risk level on each supplier, in one place
- A did-you-renew prompt after every date passes