Centralized visibility of contract details is key to optimizing costs, ensuring compliance, and improving efficiency in SaaS management & procurement.  Knowledge of each subscription—cost, quantity, renewal terms, and vendor contact info—streamlines renewals and supports strategic planning.


Storing all contract information in one place eliminates the need to check individual contracts during vendor management or tool stack audits.

IN THIS ARTICLE:

Summary tab on each subscription page


Sastrify offers precisely what you need! For every subscription in your tool stack, we provide a dedicated summary page, providing a comprehensive overview of each subscription at a glance. Each summary tab includes:

  • Subscription Details: Key contract information, including contract value, products purchased, pricing, and renewal terms.
  • Additional Information: Vendor contact details, such as the account executive, renewal manager, or customer success manager.
  • Notes: A section for adding relevant details in free text format.



SaaS Renewal Best Practice: To find the renewal terms, refer to essential documents like subscription contracts, order forms, and occasionally invoices. Software vendors have different languages in their terms and conditions. Work with your legal team to review these and figure out when tools renew, if there are auto-renewals, and the cancellation notice periods.


Automatically add/ update subscription details using Contract AI


This section is the top tile of the Summary tab and its purpose is to store and display contract-related information. 


To add or update your subscription details, your Sastrify platform is equipped with the Contract AI feature. It automatically extracts key contract data, reducing manual entry, boosting efficiency, and ensuring alignment with your document. 




To use the Contract AI to update subscription details:

  1. Click the "Upload Contract" button located in the upper right corner of the tile.
  2. Select and upload the latest contract file (a PDF format is highly recommended).
  3. Ensure the file is legible and free of heavy watermarks or poor formatting to maximize extraction accuracy.
  4. Once uploaded from your drive, Contract AI will process the PDF to extract the following:
    1. Contract start and end dates
    2. Contract value
    3. Currency
    4. Renewal frequency
    5. Line item details (product name, quantity, list price, and discount, if any)
  5. Processing time is 1-3 minutes depending on the complexity of the document content.
  6. After the processing is completed, a verification banner will appear, notifying you that a new active contract has been uploaded.
  7. Review the extracted data by clicking the "Review" button.
  8. Your uploaded PDF document will be visible alongside the verification panel on the right-hand side, to cross-check with the original contract for accuracy.
  9. Navigate the two tabs, Contract and Products to check for the entirety of the extraction results.
  10. Check each field for accuracy and make necessary edits on incomplete or incorrect fields.
  11. Confirm and save your entries by clicking the "Save Changes" button.
  12. After saving, your contract details will populate in the Summary Tab. 


Best Practices for Uploading Contracts

File Format: Use clear, high-resolution PDF documents for better extraction results.
Standardization: Consistent formatting across documents to improve accuracy.
Manual Adjustments: Verify extracted data to ensure accuracy, especially when working with complex contracts.


Manually edit subscription details 


You have the option to make any manual changes to the automatic extraction or to manually add subscription details. 



  1. Click the "Edit Details" button located in the upper right corner of the tile.
  2. Add the information typically found at the contract level, such as the contract term, renewal frequency, automatic renewal terms, and cancellation period.
  3. Once the contract-level details are completed, move to the Products tab to begin entering the individual products or services that make up the subscription. These are the individual line items that represent what you are purchasing from a vendor.
  4. Click "Add Another Product" to add an individual line item.
  5. Fill in the details, except for the "Discount Value" which will be automatically calculated based on the "Discount %" (if any).
  6. Continue to add the product by repeating the step above to make sure what's in your platform matches what's in the subscription document. 
  7. If there is a contract-level discount, add it by clicking the "Add Contract Discount" button.
  8. The contract value will be automatically calculated based on the inputs in step 4 - 7.
  9. Complete and save your entries by clicking the "Save Changes" button.

Add/ update additional information


The Additional Information tile on the lower left of the Summary tab stores vendor contact details. Having this information readily available makes it easier to request add-ons, plan renewals, or seek support for the SaaS application.


To add or update additional information:

  1. Click the "Add" or "Edit" button. 
  2. Select whether you are purchasing from a reseller (or a partner) or directly from the vendor.
  3. Enter the person's name and email address.
  4. Complete and save your entries by clicking the "Save Changes" button.