Intelligent Document, Expenditure and Delivery Management Platform
Turn paper and digital records into a live, verified record of every contract, lease and project. AI reads each document, a person confirms what matters, and the platform tracks delivery, expiry and spend through to audit.
- One verified record for every contract, lease and project
- AI extraction with a named person confirming every field
- Alerts, approvals, spend tracking and audit packs in one place
Why it matters
Contract records fail at six points between signing and audit
Organisations manage contracts carefully up to signature. Afterwards, nobody owns the record that tracks delivery, expiry and spend.
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1Store
Scattered records
Contracts, leases and reports sit in cabinets, inboxes and spreadsheets, with no version control.
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2Deliver
Unmeasured suppliers
Few service providers are checked against their SLA, signed appointment letters or BBBEE credentials.
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3Change
No change control
Amendments and extensions take effect without an approval step or a record of who agreed.
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4Expire
Missed expiry dates
End dates live in personal diaries, so contracts lapse or roll over without anyone deciding.
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5Pay
Unmonitored expenditure
Manual tracking of invoice dates and amounts delays reporting and hides payment patterns.
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6Audit
Slow audit evidence
Each auditor request takes days of manual collation across folders, emails and finance systems.
The solution
A digital record that replaces cabinets, inboxes and spreadsheets
One platform turns paper and digital records into a live, cross-checked record of every contract, lease and project. AI reads each document, and a person confirms what matters. The platform then runs the actions, gives managers one place to record and review supplier delivery against each SLA, tracks spend, and produces the proof an auditor or regulator asks for.
One AI engine, one source of truth
What the platform does
Built to keep every record current
Every contract in one place
A repository with full-text search and role-based access, from departmental contracts to unsuccessful bids.
Spend checked against contract
Payments from finance systems are matched to each contract's value, so overspend shows before the auditor finds it.
Nothing expires unnoticed
Alerts go out 6, 3 and 1 months, then 2 and 1 weeks, before every end date.
Audit packs on demand
Compliance reports are built from verified data and download ready to submit.
Changes need approval
Multi-step sign-off and digital signatures on every extension, termination and price change.
Suppliers measured on delivery
SLA, CSD, tax and BBBEE checks for each service provider, kept on the same record.
How it works
Five steps from paper to proof
- 01
Digitise
Scan paper files or bring in digital records and whole folders. Every record lands in one searchable store.
- 02
Extract
AI reads contracts, SLAs, leases and invoices and fills in key fields, each with a confidence score.
- 03
Verify
A named person confirms each field before it counts. Who checked it, and when, stays on record.
- 04
Monitor
Alerts before expiry, an approval chain for every change, and tracking of delivery and spend.
- 05
Assure
Compliance reports, approvals and digital signatures, with a full audit trail behind every figure.
See the platform in action
Inside the platform: from intake to audit
Follow a record through the method: Digitise, Extract, Verify, Monitor, Assure. Click any screen to see it full size.
Step 1: Digitise
Repository
Every contract, SLA, lease and appointment letter in searchable collections, with role-based access.
Key features
8 modules cover the contract from intake to audit
All modules are live today and share one data set, so a change in one place updates every register, report and alert.
Central repository and search
Contracts, service providers, SLAs, leases and appointment letters in searchable collections, from departmental contracts to unsuccessful bids.
Repository
AI extraction and bulk upload
Scan paper files or upload whole folders. OCR and vision models fill key fields, and a reviewer confirms each one before it reaches a register.
OCR review
Compliance register
An auto-populated compliance report per financial year: contract value, payments made, variations and extensions. Download it or send it for approval.
Reports
Contract lifecycle workflows
A duration register flags contracts expiring soon and generates and routes extension, termination and price escalation letters.
Workflow
Approvals and digital signatures
Configurable multi-step approval routes, a queue that flags items due within 7 days, and digital sign-off on every change.
Approval queue
Expiry alerts
Reminders 6, 3 and 1 months, and 2 and 1 weeks, before each end date, sent to the right users by email, SMS and WhatsApp.
Notifications
Dashboards and analytics
An executive contract summary: active service providers, providers on extension, contracts expiring in 30, 60 and 90 days, and payments against contract value.
Dashboard
Registers and supplier checks
Operating lease and Global contract registers that match National Treasury data, with CSD verification and SLA gap analysis.
Registers
Built for every role
Each stakeholder gets the view their role needs
Every function works from the same verified record, with access limited to what its role permits.
Finance
CFO and finance teams
- Payments matched to each contract's value and finance data
- Payments against expired contracts blocked
- Spend on extensions and expiring contracts in one view
Technology and security
Secure by design, on Microsoft Azure
Hosted on Microsoft Azure
Software as a service, bought and billed through Microsoft Marketplace.
Secure sign-in
Password plus one-time PIN, with role-based access to every page and action.
Full audit trail
Every sign-in, change and export is logged; shared documents carry a watermark.
AI with a human check
OCR and vision models extract fields with a confidence score; a named person confirms them.
Model agnostic
Claude, GPT, Gemini or local models, matched to the job.
Connected
Email, SMS and WhatsApp alerts, in-app chat, and links to finance and ERP data.
Case study
A provincial Department of Health
Manages hundreds of active service provider contracts, from medical consumables and laundry to facility maintenance and professional services.
Client challenge
- Scattered contracts and zero visibility
- Expiry dates kept in personal diaries, so contracts lapsed
- Audit risk and irregular expenditure
- No formal change control
- Compliance reports took months to prepare, and deadlines were missed
- No single view of leases or supplier spend
- Supplier delivery not reviewed against SLAs
What we did
- Digitised all service provider and lease files into one searchable repository
- One platform to manage each tender and contract through its life cycle
- Approval and escalation workflows, digital signatures, expiry alerts and an automated compliance report
- A document audit of each supplier's key files, such as signed SLAs and appointment letters
- Every service provider linked to its spend and CSD data
Value provided
- One source of truth, reachable from anywhere
- A single view of all leases, and of each supplier's documents and spend
- Changes approved before they take effect, and extensions planned, not rushed
- SLA delivery recorded and reviewed in one place
- Global contract reports that match National Treasury information
- Compliance reports produced on demand from verified data, so deadlines are met
Results shown come from one client and will differ by organisation.
Who it serves
For regulated organisations
Government
National and provincial departments, municipalities and state-owned entities.
Business
Financial services, mining, construction, health, retail and property.
Teams
Supply chain, procurement, finance, legal and internal audit.
Agreements
Contracts, SLAs, leases, grants and capital projects.
Why organisations choose it
Made for the audit file
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Ready for regulated work
Built around public sector rules (PFMA, Treasury Global contracts, CSD data, Auditor General reviews) and the audit needs of regulated companies.
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One record from paper to payment
Most contract tools stop at signing. This one follows delivery and spend.
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AI with a human check
Nothing reaches the compliance report until a named person confirms it.
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Built by people who know audit
Built by auditors, actuaries and software engineers who know what an audit file must hold.
Getting started
From pilot to rollout in 4 steps
Each engagement starts small, on your own records, and proves its value before it expands.
- Step 1
Discovery sprint
Scope the top use case on one department or entity, with a measurable target.
- Step 2
Proof of concept
A working build on your own contract data, tested against that target.
- Step 3
Adopt and embed
Onboard users, set roles and approval routes, and train teams on the core features.
- Step 4
Measure and scale
Track the benefit, then roll out to the next department or entity.
What every engagement includes
- Sign-off gates. Written approval before each step begins.
- Weekly reporting. Progress against the agreed target, every week.
- User onboarding. Accounts, roles and training for every user.
Product releases
Version 3.2 liveVersion 3.2 is live, with 13 features shipped and more than 10 in development.
Recently shipped
- Sign-in with one-time PIN
- Repository and full-text search
- Compliance report with Word download
- Approval workflows and digital signatures
- Expiry reminders by email, SMS and WhatsApp
- Audit logs and document watermarking
- Email and chat inside the platform
- Operating leases register with Excel export
Get started
See it working on your own records
Book a demo with our team, or find the platform on Microsoft Marketplace.