Contract Management

Never miss a contract renewal again.

HelixGate tracks every supplier contract from execution through renewal — with 30/60/90-day alerts, annual spend tracking, and a contract health dashboard. No surprise auto-renewals. No missed notice periods.

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The cost of inaction

A missed contract renewal is not an administrative inconvenience. It is a financial and legal risk.

Most enterprises carry more active supplier contracts than anyone knows about. When no one owns the register, no one owns the renewals. Auto-renewal clauses lock organisations into another year at the same or higher rates, and contracts discovered only when the invoice arrives leave no leverage to negotiate.

HelixGate makes renewal management a process, not a person. Every contract is tracked. Every renewal date is visible. Every notice period generates a structured alert — not a calendar reminder in one person's inbox.

🔄

Auto-renewal at market premium

Notice period expires. Contract auto-renews 8% above market rate. No leverage for 12 months.

⚖️

Break clause not exercised

One-time break clause passes unnoticed. Organisation committed for two further years.

🔍

Audit finds unknown spend

Active contracts discovered with suppliers IT and procurement believed were offboarded.

Feature 01

A complete contract register — structured, searchable, and linked to your suppliers.

Every contract captures the fields procurement and finance teams need: contract name, linked supplier record, type, value (annual and total), start and end dates, notice period, auto-renewal terms, break clauses, and contract owner. Because contracts link to supplier records — not free text — total spend per supplier is calculated automatically.

Filter by status (active, in notice period, expired, terminated), by owner, by supplier, or by upcoming renewal. Board and finance pack exports are available on demand.

Supplier-linked Multi-year support Auto-renewal tracked

Contract Register

Contract	Value/yr	Renewal	Status
Nexus Cloud — Infrastructure	£240k	14 Apr 2026	38 days
Vantage Advisory — Strategy	£85k	01 Jun 2026	86 days
DataSafe — Processing	£42k	31 Aug 2026	177 days
Clearline — Facilities	£28k	15 Mar 2026	Past notice

1 contract past notice period — action required.

Feature 02

Renewal alerts that reach the right people, at the right time.

Configurable email alerts notify the contract owner and stakeholders at 90, 60, and 30 days before expiry. Each alert includes the contract name, supplier, value, end date, and a direct link to the contract record. Thresholds are configurable per contract — a £2m infrastructure deal can alert at 180 and 120 days; a low-value SaaS subscription might have a single alert at 45 days.

When a renewal decision is made — renew, renegotiate, extend, or terminate — it is recorded with the deciding officer's name, date, and outcome, providing a complete governance trail for procurement decisions.

Configurable thresholds Multi-stakeholder alerts Decision recorded

Renewal Alert Schedule

90d

Early alert — 90 days

Procurement owner notified. Strategic review window opens.

60d

Escalation — 60 days

Contract owner and line manager notified. Dashboard flags "Requires decision".

30d

Notice period — 30 days

Final opportunity. Finance director added to recipients automatically.

Past notice — action required

Red on dashboard. Daily escalation until a renewal decision is recorded.

Feature 03

Annual spend tracking — total supplier cost, always current.

Total annual contract spend is calculated automatically from the register. Per supplier: total annual value, cumulative committed spend, and per-contract breakdown. No spreadsheet, no manual aggregation, no double-counting.

The spend dashboard integrates with HelixGate's supplier risk view, enabling concentration risk assessment — see how much annual spend depends on any single Critical-tier supplier.

Automatic calculation Multi-year handled correctly Concentration risk visibility

Annual Spend by Supplier

Nexus Cloud Ltd£240,000

Vantage Advisory£85,000

DataSafe UK Ltd£42,000

All other suppliers (10)£148,000

Total annual contracted spend
13 active contracts · 8 suppliers £515,000

Feature 04

Contract health dashboard — the portfolio view your CFO needs.

A real-time RAG-status view of your entire contract portfolio. At a glance: contracts in their notice period, past notice, expiring within 30 days, and those that are healthy. Panels are organised around procurement and finance decisions — not data entry.

Exportable as structured PDF or CSV for board packs, finance committee reports, or supplier management reviews. Includes per-contract detail, not just headline numbers.

Real-time RAG status Automatic calculation Board-pack export

Contract Health Overview

Active contracts

across 8 suppliers

Past notice period

Action required now

Expiring < 90 days

£353k annual value

No action required

Healthy — >90 days

⚠

Clearline Facilities — notice period expired

Contract end: 15 Mar 2026 · Notice: 30 days · Action overdue by 7 days

Built for regulated environments

Every contract change, renewal decision, and status transition is logged to an immutable audit trail — satisfying evidence requirements for SOC 2 (CC6.1, CC7.2), ISO 27001 (A.15 Supplier relationships), and enterprise procurement governance frameworks. Full detail in the Deep Dive below.

Deep dive

Technical detail for procurement and compliance teams.

Multi-year spend calculation

A 3-year contract worth £300k contributes £100k to annual spend, not £300k. Indexed pricing (CPI increases) can record escalation terms so forecasts reflect contracted increases.

RAG status calculation

RAG is calculated from time to renewal relative to the notice period. A contract with a 90-day notice period and 80 days remaining is amber, not green — the notice window has already started.

Dashboard metrics

Contracts expiring this month / next 90 days
Contracts in notice period without a recorded decision
Total value at risk from contracts requiring action
Spend by category (tech, professional services, facilities)

Compliance framework alignment

SOC 2 CC6.1 — logical access and contract controls
SOC 2 CC7.2 — monitoring of supplier agreements
ISO 27001 A.15 — supplier relationships and service delivery
NIST CSF — supply chain risk management (ID.SC)

Who uses it

Built for the teams that own supplier relationships.

Procurement

Manages the register, configures alerts, and records renewal decisions with full governance trail.

Finance / CFO

Spend dashboard and health overview for budget planning, cost reviews, and board-pack reporting.

IT / CTO

Links technology contracts to services for continuity planning and supplier exit management.