Spend Control is a centralized module that helps finance teams gain full visibility and control over organizational spend. By bringing together contract data, actual invoice spend, and intelligent alerts, Spend Control enables proactive cost management, reduces unexpected charges, and supports better financial decision-making.

This article provides an overview of the Spend Control module, its main screens, and how each component supports end-to-end spend management.

Access and permissions 

The Spend Control module is shared by default with Super Admin users. Super Admins can grant access to additional users by sharing the module, ensuring that relevant stakeholders have visibility into contracts, spend, and reconciliations.

Spend Control flow

Spend Control is built around a simple, end-to-end flow:

1. Track contracts and commitments

2. Monitor spend and upcoming renewals

3. Detect risks and anomalies with alerts

4. Reconcile contracts against actual invoices

5. Discover and manage connected applications

Each screen in the module supports a different stage of this process.

Contracts Overview Screen

The Contracts Overview screen provides a high-level snapshot of the organization’s active and inactive contracts, expected spend, and potential risks.

Key Widgets and Sections

Active Contracts - Displays the number of currently active contracts.

Active Contracts Value - Shows the total contract value, with the ability to toggle between monthly and annual views.

Contract Statuses - A visual breakdown of contracts by status, helping you quickly understand contract coverage.

Top Contracts by Annual Cost - Highlights the vendors with the highest annual contract values, allowing to quickly identify major spend drivers.

Upcoming Contract Renewals Calendar - Displays upcoming contract renewals by date, helping teams prepare for renewals, renegotiations, or cancellations in advance.

Total Monthly Spend Over Time - Shows spend trends over time, enabling quick identification of increases, decreases, or unusual patterns.

AI Market Highlights

The AI Market Highlights section provides contextual insights related to key vendors, such as market trends, earnings news, or risk indicators. These insights help finance teams factor external signals into renewal or negotiation decisions.

Alerts Section

The Alerts section surfaces actionable notifications related to your contracts and spend.

Common alert types include:

• Duplicate contracts detected

• Newly started contracts

• Recently expired contracts

• Upcoming renewals

Alerts are triggered based on contract data and timing. Each alert includes a direct link to review details and take action.

Alert Settings

Alert behavior can be customized to match the organization’s workflow and notification preferences. 

Renewal Timing

Define how far in advance you would like to be notified before a contract expiration or cancellation deadline (for example, 30 days in advance). This helps ensure there is enough time to review, renegotiate, or cancel contracts before renewal.

Email Notifications

Alerts can be sent automatically via email. You can configure who receives these notifications, such as:

• The contract owner

• Additional stakeholders involved in contract or spend management

By customizing alert settings, teams can ensure that the right people are notified at the right time, reducing the risk of missed renewals, unexpected charges, or unmanaged spend.

Contracts Management Screen

The Contracts Management screen is where contracts are viewed, filtered, created, and maintained (contracts can be added from the Contracts Overview screen as well). 

Contracts Table

Each row in the table represents a single contract and includes:

• Vendor name

• Contract value and converted value

• Contract status (Active, Expired, etc.)

• Start and end dates

• Billing frequency

• Auto-renewal indicator

• Contract owner

Clicking on any contract row in the table opens a side panel with additional details about the selected vendor and contract.

The side panel includes:

• Vendor category

• Contract term

• Renewal notice period

• Billing frequency

• Additional Fields, such as Payment terms and method, Entity and Department, Account ID and User types. 

Additional Files

From the side panel, you can also upload and manage additional files related to the contract.

This includes documents such as:

• Contract files

• NDAs

• SOC reports

• Compliance documentation

• Any other supporting files relevant to the vendor or agreement

Uploading additional files helps centralize all contract-related documentation in one place, making it easier to access, review, and manage supporting materials alongside financial and contractual data.

Filters and Controls

You can refine the table using filters such as vendor, billing frequency and contract status. 

Additional controls allow you to:

• Search for specific contracts

• Change the displayed currency

• Sort and analyze contracts based on different attributes

For each contract, you can:

• Archive contract

• Edit contract

• Mark as cancelled

• View details

Contract Statuses

Contract statuses are automatically determined based on start and end dates, but can also be managed as contracts are updated or renewed:

• Active

• Upcoming 

• Cancelled

• Pending renewal

• Expired

Creating and Managing Contracts

Adding a New Contract

Contracts can be added in two ways:

• Manually, by entering contract details

• By uploading a contract file and automatically extracting key information

Uploading a new contract

1. Click New and select upload contract.
2. Drag and drop the relevant contract file, then click upload.
3. A 'We’re processing your file' message will appear while the system uploads the file and extracts data from the contract.
4. Once processing is complete, click Review details.
5. A new screen opens with the uploaded contract displayed on the left, and editable contract fields on the right.
6. The Detected by AI section shows values that were successfully extracted from the contract. Review these details for accuracy.
7. Other sections indicate fields that were not identified in the contract. Complete these fields manually as needed.
8. Click Save to add the contract.

Reconciliation Screen

The Reconciliation screen connects contract data with actual invoice data, allowing finance teams to validate whether spend aligns with contractual agreements.

This screen compares expected contract amounts, based on billing frequency, contract length, and contract value, with actual invoice amounts.

The comparison ensures alignment between contractual commitments and real-world spend.

Widgets

Cost by invoices - displays the total spend based on invoice data for the selected period.

Cost by contracts - shows the expected spend derived from contracts.

Vendors without invoices - highlights vendors with contracts but missing invoice data, helping identify gaps or delays.

Reconciliation Table

Each row represents a vendor and includes:

• Invoice month

• Invoice amount

• Contract amount

• Variance between expected and actual spend

How the comparison works

Contract values are allocated based on the billing frequency (monthly, quarterly, annually, etc.). The system distributes the contract value accordingly and compares it against the invoices received for the same period.

Handling variances

When a variance is detected:

• Positive or negative differences are clearly highlighted

• Users can review details and take action to approve, investigate, or resolve discrepancies

This ensures issues are identified early, before they accumulate or impact reporting.

App Store Screen

The App Store provides a single, centralized view of all your organization’s active and upcoming vendors.
It allows teams to easily understand which vendors are already in use, who owns each vendor relationship, and how access to vendors is managed across the organization.

From this screen, users can:

• See all vendors the organization is currently working with

• Understand which vendors belong to the same category

• Identify the contract owner for each vendor

This is especially useful when a new contract is being considered. Before creating a new contract, users can review existing vendors in the same category and understand who to contact internally, helping avoid duplication and improving coordination across teams.

The App Store also enables any employee to request access to a vendor directly from a single place.

Instead of searching for the contract owner or manually reaching out to different stakeholders, users can:

• View the vendor and its contract owner

• Submit an access request directly from the App Store

This simplifies internal workflows and reduces friction between Finance, IT, and business teams.

Vendor Visibility and Categories

From the App Store, you can also control which vendors are visible to the organization.
For example, vendors such as office lease agreements can be hidden if they are not relevant for general visibility.

All vendors are organized into categories, which are defined during the contract creation process. These categories help structure the vendor list and make it easier to navigate, compare, and manage suppliers across different areas of the business.

Updated February 10, 2026 12:07