Contract Repository and Clause Extraction Copy Pack

A plug-and-play implementation kit you can set up in 60–90 minutes:

• a clean Google Drive repository structure
• a file naming convention (so contracts are searchable and consistent)
• a Contract Index (single source of truth)
• a Clause Extraction sheet (so critical terms aren't buried in PDFs)
• a Contract Summary One-Pager (for fast internal alignment)
• a contract intake checklist (so the system stays current)
• a contract-to-systems handoff (so AP, renewals, and ops can enforce the contract)

This pack is built for complete value chain intelligence:

• Cost reduction: prevent missed renewals, escalator compounding, price drift, and out-of-scope billing that "no one can disprove"
• Risk mitigation: reduce compliance gaps, audit exposure, and key-person dependency ("only one person knows where the contract is")
• Carbon impact (secondary): contracts/renewals are leverage points for data readiness requirements, but this pack is governance-first

Beginner-safe truth: You don't need a "perfect" contract system. You need a system that answers the 10 questions that matter in under 60 seconds.

Use this pack if any of these are true:

• contracts are scattered across email threads, shared drives, and someone's desktop
• you can't find notice windows, auto-renew terms, escalators, payment terms, or pricing schedules quickly
• renewals happen too late (inside notice windows) and you lose leverage
• AP pays invoices without matching to contract terms
• compliance docs expire and nobody notices until there's a problem
• vendors "interpret scope" and the team can't prove what the contract says

Step 1 — Create the repository in Google Drive (10 minutes)

Create a top-level folder:

• Contracts_Repository/

Inside it, create:

• 01_Executed_Agreements/
• 02_SOWs_and_Schedules/
• 03_Amendments_and_Addenda/
• 04_Notice_Letters/
• 05_Compliance_Docs/
• 06_Contract_Summaries/
• 07_Templates_and_Policies/
• 08_Archive_Inactive/

Beginner rule:

• Executed only goes in 01_Executed_Agreements.
• Do not overwrite old executed versions. Store as v2, v3, etc.

Step 2 — Adopt the file naming convention (5 minutes)

Copy the policy below into a doc and store it in:

• 07_Templates_and_Policies/Contract_File_Naming_Policy.md

Then enforce it for every new upload.

Step 3 — Create the master sheet (15 minutes)

Create a Google Sheet titled:

• Contract_Index_and_Clause_Extraction

Tabs:

• Contract_Index
• Clause_Extraction
• Amendments_SOW_Links
• Red_Flags_Followups

Step 4 — Backfill only your top contracts first (20–30 minutes)

Start with:

• top 20 vendors by spend or
• top 20 vendors by operational criticality/risk

For each vendor:

1. upload executed agreement(s)
2. add a row in Contract Index
3. extract the critical clauses into Clause Extraction
4. (recommended) create a Contract Summary One-Pager for top 10 vendors

Beginner rule: partial extraction with "Unknown" is better than no extraction.

Step 5 — Connect contracts to enforcement systems (10–15 minutes)

For each top vendor, ensure:

• renewal dates + notice windows are captured (feeds your renewal controls)
• payment terms and rate cards are captured (feeds AP and invoice controls)
• compliance requirements are captured (feeds compliance-to-pay)
• change order and invoice standards are captured (feeds invoice integrity)
• SLA/KPI expectations are captured (feeds vendor performance governance)