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Vendor Management

Once your agent discovers your stack, everything lands in one place. Full context on every vendor — spend, usage, contracts, renewals, and negotiation history.

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Vendor Dashboard

Your vendor dashboard is the central hub for managing all discovered applications:

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Vendor Profile

Each vendor has a comprehensive profile with multiple tabs:

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Overview Tab

Basic Information:

• Vendor name, logo, and website
• Category and subcategory
• Discovery date and source
• Current status (active, trial, inactive, expired)
• Primary contact and account owner

Quick Stats:

• Monthly/annual spend
• Number of active users
• Contract end date
• Last activity date
• Risk score

Key Actions:

• Start negotiation
• Upload document
• Add note
• Edit details
• Archive vendor

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Subscription Tab

Current Subscription:

• Plan name and tier
• Pricing model (per user, flat rate, usage-based)
• Billing frequency (monthly, annual)
• Current cost
• Number of licenses/seats
• Contract start and end dates
• Auto-renewal status

Pricing History:

• Historical pricing changes
• Price increases/decreases
• Negotiation outcomes
• Discount history

Renewal Information:

• Next renewal date
• Renewal amount
• Days until renewal
• Renewal alerts configured
• Auto-renewal status

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Users & Access Tab

User List:

• All team members with access
• Last login date
• Usage frequency
• License type
• Access granted date

Usage Analytics:

• Active vs inactive users
• Login frequency distribution
• Feature usage (if available)
• Usage trends over time

License Optimization:

• Unused licenses
• Underutilized licenses (< 1 login/month)
• Recommended license count
• Potential savings

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Documents Tab

Document Types:

• Contracts and agreements
• Invoices and receipts
• Vendor emails
• Proposals and quotes
• Negotiation correspondence
• Terms of service
• Privacy policies

Document Management:

• Upload documents (drag & drop)
• Auto-extracted documents from email
• Document preview
• Download originals
• Search within documents
• Tag and categorize

AI Extraction:

• Automatic contract term extraction
• Pricing extraction from invoices
• Renewal date detection
• Key clause identification

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Intelligence Tab

Pricing Benchmarks:

• Your price vs peer average
• Percentile ranking (e.g., 75th percentile)
• Price per user comparison
• Discount opportunities

Market Intelligence:

• Vendor financial health
• Recent funding rounds
• Acquisition rumors
• Product roadmap insights
• Competitor analysis

Negotiation Playbook:

• Proven negotiation strategies
• Best time to negotiate (fiscal calendar)
• Leverage points
• Common discounts available
• Negotiation playbooks and example strategies

Alternatives:

• Similar vendors
• Feature comparison
• Pricing comparison
• Migration difficulty
• Alternatives - Similar vendors with feature and pricing comparison

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Activity Tab

Activity Timeline:

• Discovery events
• Email communications
• Login events
• Document uploads
• Negotiation milestones
• Contract changes
• Team notes and comments

Filters:

• By activity type
• By team member
• By date range
• By source (email, SSO, browser)

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Vendor Organization

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Tags and Labels

Create custom tags to organize vendors: Common tags:

• critical - Mission-critical applications
• under-review - Being evaluated
• consolidate - Candidate for consolidation
• negotiate - Ready for negotiation
• trial - Trial period
• shadow-it - Discovered shadow IT
• approved - IT-approved applications

Tag management:

• Create unlimited custom tags
• Color-code tags
• Filter by tags
• Bulk tag assignment

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Custom Fields

Add custom fields to vendor profiles: Examples:

• Business owner
• Department
• Budget code
• Approval status
• Compliance requirements
• Data classification
• Vendor tier (strategic, tactical, commodity)

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Vendor Status

Track vendor lifecycle status:

• Active - Currently in use
• Trial - Evaluation period
• Inactive - Not currently used
• Expired - Contract ended
• Pending - Awaiting approval
• Archived - Historical record

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Bulk Actions

Manage multiple vendors simultaneously:

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Bulk Operations

• Tag vendors - Apply tags to multiple vendors
• Change status - Update status for multiple vendors
• Assign owner - Assign account owner to multiple vendors
• Export data - Export vendor list to CSV
• Archive vendors - Archive multiple vendors
• Delete vendors - Permanently delete vendors

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Bulk Filters

Create complex filters to select vendors: Example filters:

• All vendors with spend > $1,000/month
• All vendors with renewal in next 90 days
• All vendors with < 50% license utilization
• All shadow IT vendors
• All vendors in “Marketing” category

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Vendor Relationships

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Parent Companies

Track vendor relationships and acquisitions: Example:

• Salesforce (parent)
  • Slack (acquired 2021)
  • Tableau (acquired 2019)
  • MuleSoft (acquired 2018)

Benefits:

• Identify consolidation opportunities
• Negotiate bundled pricing
• Understand vendor ecosystem
• Track acquisition impact

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Product Families

Group related products from the same vendor: Example: Microsoft

• Microsoft 365 (productivity)
• Azure (infrastructure)
• Dynamics 365 (CRM)
• GitHub (development)

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Integrations

Track which vendors integrate with each other: Example: Slack integrations

• Google Drive
• Zoom
• Jira
• GitHub
• Salesforce

Benefits:

• Understand dependencies
• Evaluate consolidation impact
• Optimize integration costs

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Vendor Alerts

Configure automatic alerts for important events:

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Alert Types

Renewal Alerts:

• 90 days before renewal
• 60 days before renewal
• 30 days before renewal
• 7 days before renewal

Usage Alerts:

• License utilization drops below threshold
• New users added
• Inactive users detected
• Usage spike detected

Spend Alerts:

• Price increase detected
• Spend exceeds budget
• Unusual charges
• Payment failed

Discovery Alerts:

• New vendor discovered
• Shadow IT detected
• Duplicate tool found
• Integration added

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Alert Channels

Receive alerts via:

• Email
• Slack
• In-app notifications
• Webhook (for custom integrations)

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Vendor Notes & Comments

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Team Collaboration

Add notes and comments to vendor profiles: Use cases:

• Document negotiation outcomes
• Share vendor feedback
• Track issues and resolutions
• Record meeting notes
• Plan renewal strategy

Features:

• Rich text formatting
• @mention team members
• Attach files
• Thread conversations
• Edit history

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Private vs Shared Notes

• Private notes - Only visible to you
• Shared notes - Visible to all workspace members
• Admin notes - Only visible to workspace admins

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Vendor Reports

Generate reports for stakeholders:

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Report Types

Vendor Summary Report:

• Total vendors
• Total spend
• Spend by category
• Top 10 vendors by spend
• Renewal calendar

Optimization Report:

• Unused licenses
• Duplicate tools
• Consolidation opportunities
• Potential savings

Compliance Report:

• Vendors by compliance status
• Missing contracts
• Expired agreements
• Security risks

Usage Report:

• Active vs inactive vendors
• Usage trends
• User adoption rates
• Feature utilization

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Export Options

• PDF (formatted report)
• CSV (raw data)
• Excel (with charts)

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Next Steps