Template Vault

Use when you're pulling data from AP/ERP and want to avoid unusable exports.

Use when you don't want to build a spend map on garbage.

Use when vendor names are messy (they always are) and you want accurate totals.

Use when one supplier bills you under multiple legal entities.

Use when you want consistent category reporting across teams and months.

Use when you need a consistent method to categorize spend.

Use when you want the "so what" view of spend after mapping.

Use when you want to pick the next 3–5 category initiatives that actually move the bottom line.

Use when you want realistic savings targets (not fantasy).

Use when you suspect you're paying multiple vendors for the same thing.

Use when teams buy outside preferred vendors/terms and you lose leverage + control.

Use when you have too many small vendors and want control without creating bureaucracy.

Use when you want a real savings engine, not random projects.

Use when you need to prove savings and avoid "paper savings."

Use when you want each category to have an owner, plan, and metrics.

Use when you want spend visibility to be an operating system, not a one-time analysis.

Use when you need a one-page "why we're doing this" that aligns stakeholders and prevents scope creep.

Use when the biggest sourcing failure is ambiguous requirements (vendors bid different things).

Use when you want consistent vendor responses you can score.

Use when you want competition and controlled communication.

Use when you need to prevent inconsistent answers and scope drift.

Use when vendors send pricing in different formats and comparison is impossible.

Use when you need to convert different pricing models into an annualized comparable number.

Use when you want a defensible decision that doesn't become political.

Use when you want consistent and comparable reference calls.

Use when you've shortlisted vendors and want final pricing and concessions.

Use when you want a structured negotiation that produces measurable wins.

Use when you need a clean record of why you chose a supplier (and what you expect).

Use when you want the go-live to be clean and savings to show up on invoices.

Use when you want to prove savings are real (finance-friendly).

Use when you want the sourcing system to get better each cycle.

Use when you need one table that answers "what are the terms and dates?" in under 60 seconds.

Use when you need to stop surprise renewals quickly (start with top vendors by spend/risk).

Use when you need a decision record that supports renegotiation, termination, or renewal.

Use when you need to send non-renewal / termination notice (always validate contract notice provisions first).

Use when renewals are "somebody will handle it" and then nobody does.

Use when a new contract is signed and you want it stored + indexed correctly.

Use when escalators exist (or are proposed) and you want to model full-term impact.

Use when you want a consistent review gate during renewals (prevents "we forgot").

Use when you want a simple, consistent ask that reduces risk.

Use when you want to know how much escalator risk exists across contracts.

Use when you want an enforceable standard that stops "mystery charges."

Use when AP or Ops needs a consistent approval process.

Use when you want to stop variance from repeating.

Use when you need scope control to stop leakage.

Use when you need a consistent response that enforces requirements.

Use when variance exists and you want it to trend down.

Use when you want a single checklist that defines "controlled AP."

Use when approvals are inconsistent, political, or unclear.

Use when vendor duplicates and bad master data create payment errors and loss of leverage.

Use when a vendor requests a new bank account or payment instructions. Non-negotiable: verify changes out-of-band.

Use when you want immediate cost recovery and ongoing leakage prevention.

Use when invoices "float" without visibility and you miss discounts or pay late.

Use when payment terms are negotiated but not enforced because AP never gets the terms right.

Use when vendors are paid earlier than terms due to habit, pressure, or broken process.

Use when a vendor offers an early payment discount and you want a finance-grade decision.

Use when disputes drag on and credits never get collected.

Use when you need a clean record of why payments are held and when they're released.

Use when you buy services that don't have clean PO receipt, but you need control. This is one of the highest-leverage controls for services spend.

Use when you need a simple policy for service categories.

Use when contracts are signed but AP can't enforce the terms.

Use when finance close is painful and you get late invoices that blow budgets.

Use when you want a simple review gate to reduce errors and fraud.

Use when you want AP to be measurable like an operating system.

Use when you want discipline that actually reduces leakage over time.

Use when you need a consistent way to decide which vendors require stronger controls.

Use when you want a clear answer to "what docs do we require for this vendor?"

Use when you want compliance to actually matter (not just "stored somewhere").

Use when you need one place to see what's missing, expiring, or blocking payment/renewal.

Use when you allow a vendor to operate/pay without full compliance (must be explicit).

Use when you want consistent insurance requirements by vendor category (not legal advice).

Use when a vendor touches your data, systems, networks, or sensitive operational info. Intentionally lightweight to catch obvious risk.

Use when the vendor is Tier 3–4 or operationally critical.

Use when you receive a BCP and need to evaluate it consistently.

Use when vendors use subcontractors (common in services, logistics, construction).

Use when you want to understand "if this vendor fails, what breaks?"

Use when you want a consistent structure for vendor incident reporting.

Use when you want a clean start and fewer problems in month 1.

Use when you need a cadence that prevents "expired compliance" surprises.

Use when you need a beginner-safe "what are we buying and how do we measure it?" document.

Use when you want a standardized KPI library by vendor category.

Use when KPI disputes happen because definitions aren't consistent.

Use when you can't inspect everything, but you need defensible verification.

Use when you need a consistent inspection record. Duplicate per category (janitorial, landscaping, security, HVAC PM, etc.).

Use when issues disappear into email and never close.

Use when you want fast visibility into operational risk and vendor responsiveness.

Use when outages, safety incidents, or major failures occur.

Use when repeat issues require a predictable escalation path.

Use when you need root cause fixes, not "we'll do better."

Use when your agreements include service credits, penalties, or refunds.

Use when you need a consistent written record of underperformance and required remediation.

Use when you want a single view that connects service quality, invoice integrity, and risk.

Use when QBRs turn into vague complaints.

Use when actions keep getting lost after meetings.

Use when you want a clean go-live and fewer first-month failures.

Use when you replace a vendor and want to prevent downtime and hidden liabilities.

Use when you want consistent improvement without heavy overhead.

Use when you want a single page that shows whether the value chain is under control.

Use when KPIs cause arguments because definitions shift.

Use when you want a repeatable cadence that drives action (not reporting theater).

Use when you need strategy + prioritization (category initiatives, vendor portfolio, major risks).

Use when actions get lost across email/meetings.

Use when you want institutional memory and clarity.

Use when methods/policies shift and you need continuity and auditability.

Use when you need to identify the handful of risks that matter.

Use when a risk is high severity and needs a clear mitigation path.

Use when you want to stop "paper savings" and create credibility.

Use when leadership wants the narrative, not the spreadsheet.

Use when you need to run a cross-functional initiative without confusion.

Use when you want consistent communication without heavy meetings.

Use when you want consistent vendor accountability that ties to renewals and performance.

Use when you want a repeatable quarterly cadence.

Use when issues keep getting discussed but not closed.

Use when you need monthly visibility into utility cost drivers and data quality.

Use when you want fast ROI by catching common billing mistakes.

Use when you need interval data to diagnose peaks or anomalies.

Use when you want a lightweight cadence that actually happens.

Use when demand charges matter and you want a 30-day experiment.

Use when you want to track peak events and actions.

Use when you want a structured list of low-cost tactics.

Use when you need a portfolio-wide view of tenant responsibility and data status.

Use when you're starting outreach.

Use when tenants say "we can't export."

Use when outreach stalls and coverage is stuck.

Use when you want consistent, usable submissions.

Use when you allocate energy/emissions and need it to survive review and turnover.

Use when some tenants are metered and you allocate the remainder.

Use when you want a clear "does it tie out?" table.

Use when your reconciliation fails or data is messy.

Use when methods or boundaries change (no silent restatements).

Use when you're building the base dataset for emissions and QA.

Use when you need a clear record of factors, boundaries, and QA.

Use when you plan to say anything publicly about renewables or coverage.

Use when you want safe defaults (never over-claim).

Use when you want coverage quickly (Tier A first).

Use when you want suppliers to respond without overwhelming them.

Use when you need an operational system (not inbox chaos).

Use when you need consistent language and reporting.

Use when responses stall.

Use when you want supplier data to be a standing governance topic.

Use when you're building Category 6 from expense or booking data.

Use when you want practical commuting data without over-collection.

Use when you want to prevent vague claims and create an executable target.

Use when you need a project pipeline that can be executed.

Use when you want execution discipline and proof of results.

Use when you're starting monthly governance (Scope 2 first is best).

Use when you want to run close monthly.

Use when you want issues to close (not live forever).

Use when you need versioning and accountability.

Use when you need a meeting that produces decisions.