Supplier Contracts Department System
Teams managing supplier contracts, their renewals, and obligation tracking from signature to report.
A living contract register: every contract is a card tracking its terms, performance, and renewal or replacement before deadlines pass.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every supplier contract enters the system as a card in “Contract” with the signed contract text attached, the supplier’s details, and the contract value and duration; it then moves to “Terms”, where the core obligations are extracted — service levels, late-delivery penalties, delivery dates — and logged as follow-up tasks on the card with due dates. The card then rests in “Performance” for the life of the contract: every breach of a term or fulfilled obligation is documented on it with its date. Ninety days before expiry, the card moves to “Renewal” to negotiate an extension, or to “Replacement” if we decide to reopen competition; it is finally closed in “Report” with a full evaluation of the contract and the supplier.
Chat is for quick coordination between the contracts officer, Procurement, and Legal: a question about interpreting a clause, a reminder of an approaching renewal, or arranging a meeting with a breaching supplier. Decisions — like enforcing a penalty or waiving one — are documented on the contract card itself with their justification, so they are not lost in conversations.
Dues tracks the money tied to contracts: advance payments at signing, periodic payments due to the supplier, and penalties imposed on them recorded as credits to the company. Only the contracts officer and Finance can see them, keeping each contract’s financial picture current without separate files.
The contracts officer opens the “Performance” column weekly to review obligations coming due; Legal reviews new “Terms” cards and certifies the obligation extraction; and Procurement gets ready for “Replacement” cards early enough to launch the alternative competition. This way, no poorly performing contract renews automatically, and no important contract expires without a ready alternative.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Contracts Officer
Runs the card from “Contract” to “Report”: extracts obligations, tracks performance, and opens renewal ninety days before expiry.
Legal Affairs
Reviews “Terms” cards and certifies the obligation extraction, and rules on breaches and penalty enforcement.
Procurement
Receives “Replacement” cards and launches the alternative competition early enough to prevent supply interruption.
Finance
Tracks payments due and penalties per contract in Dues and reconciles them with the card’s terms.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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