Applicable to the following Sastrify plans:

Legacy*EssentialsProPlatinum
✔✔✔✔


* Legacy includes all plans signed before February 29, 2024. 

New Feature Introduction: Sastrify introduces Contracts AI on this page to automate the extraction of key contract details, reducing manual data entry and improving efficiency.



Centralized visibility of contract details in SaaS procurement management is essential for optimizing costs, ensuring compliance, and enhancing efficiency. Having detailed knowledge of each subscription—including its cost, quantity, renewal terms, and vendor contact information—streamlines renewal processes and aids in strategic planning. 


By storing all contract information for active tools in a centralized location, companies can avoid the hassle of individually checking each contract whenever decisions need to be made, from vendor management or tool stack audits.

IN THIS ARTICLE:

Summary tab on each subscription page


Sastrify offers precisely what you need! For every tool, we provide a designated summary page that allows you to input and store key information, giving you a comprehensive overview of each subscription at a glance. 


Each summary tab consists of the following building blocks, whose information can be entered from the individual tile:

  • Subscription Details: contains key contract information, from contract value to individual products purchased and their pricing details to renewal terms.
  • Additional Information: includes the name and contact information of the vendor, who may be an account executive, renewal manager, or customer success manager.
  • Notes: allows you to add any relevant details in a 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.

Bringing all of this to light and storing it in Sastrify as your single source of truth will reduce your risk and allow you to proactively deal with upcoming renewals.


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, which is designed to automate the extraction of key contract details, reducing manual data entry, improving overall efficiency, and ensuring close alignment between the data captured in Sastrify and what's in 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. Curreny
    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 for 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


This section is the lower left tile of the Summary tab and is used to store and display contact information for your vendor. Storing who you deal with here will make it quicker and easier to retrieve contract information when you need to request add-ons, plan an upcoming renewal, or simply request 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.