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: For key contract information, such as contract value, products purchased, pricing, and renewal terms.
  • Additional information: You can use this to store vendor contact details, such as the account executive, renewal manager, or customer success manager, as well as any other information by adding custom fields. This gives you more flexibility to capture the details that matter most for safekeeping.
  • 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


The subscription details 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 the contents of the contract 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 in a PDF format.
  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:

    • Contract start and end dates

    • Contract value and currency

    • Renewal frequency

    • Line item details (product name, quantity, list price, and discounts, if applicable)

  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. 
Recency: Always upload the most recent contract, especially after a renewal. 
Review: Validate extracted data and make manual adjustments as needed.

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. Select the correct term—monthly price, yearly price, or total price—by selecting the appropriate tag.
  5. Click "Add Another Product" to add an individual line item.
  6. Fill in the name, start date, term length, quantity, and list price.
  7. Enter either the discount percentage or the discount value directly (if any). Only one input is required, and the other field will be automatically computed. 
  8. 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. 
  9. If there is a contract-level discount, add it by clicking the "Add Contract Discount" button.
  10. The contract value will be automatically calculated based on the sum of all products' total costs.
  11. 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 and any kind of extra information you deem to be important. 


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.
  5. Use the custom field to store and track any additional information by defining a custom label and its corresponding value.


Frequently Asked Questions


Please refer to the Contract AI & Subscription Details FAQ page for a complete list of frequently asked questions