Vendor Agreement Checker
Check vendor agreement status, expiration dates, and compliance across connected systems
Vendor agreements expire silently, auto-renew at unfavorable rates, or fall out of compliance — and nobody notices until there's a problem. This playbook checks vendor agreement status, expiration dates, and compliance requirements across your connected systems with proactive alerts.
Who it's for: procurement managers tracking hundreds of vendor contracts with different renewal dates, legal operations teams monitoring compliance requirements across vendor agreements, finance controllers ensuring vendor agreements align with budget approval timelines, IT managers tracking SaaS vendor contracts and license compliance, operations directors maintaining oversight of vendor relationship health across departments
Example
"Check all our vendor agreements for upcoming expirations and compliance gaps" → Vendor checker pipeline: agreement inventory scan across connected document systems, expiration timeline showing contracts due for renewal in 30/60/90 days, compliance status check against required certifications and insurance, auto-renewal risk identification for unfavorable terms, and prioritized action list with recommended renegotiation or termination decisions
New here? 3-minute setup guide → | Already set up? Copy the template below.
# Vendor Agreement Checker
Check the status of existing agreements with a vendor across all connected systems. Provides a consolidated view of the legal relationship.
**Important**: This workflow assists with legal processes but does not provide legal advice. Agreement status reports should be verified against original documents by qualified legal professionals.
## Usage
Provide a vendor name to check. The assistant handles common variations:
- Full legal name vs. trade name (e.g., "Alphabet Inc." vs. "Google")
- Abbreviations (e.g., "AWS" vs. "Amazon Web Services")
- Parent/subsidiary relationships
## Workflow
### Step 1: Identify the Vendor
Accept the vendor name from the user. Ask for clarification if the vendor name is ambiguous.
### Step 2: Search Connected Systems
Search for the vendor across all available connected systems, in priority order:
#### CLM (Contract Lifecycle Management) -- If Connected
- Active agreements
- Expired agreements (last 3 years)
- Agreements in negotiation or pending signature
- Amendments and addenda
#### CRM -- If Connected
- Account status and relationship type
- Associated opportunities or deals
- Contact information for vendor's legal/contracts team
#### Email -- If Connected
- Contract-related emails (last 6 months)
- NDA or agreement attachments
- Negotiation threads
#### Documents (e.g., Box, SharePoint) -- If Connected
- Executed agreements
- Redlines and drafts
- Due diligence materials
#### Chat (e.g., Slack, Teams) -- If Connected
- Contract requests involving this vendor
- Legal questions about the vendor
- Relevant team discussions (last 3 months)
### Step 3: Compile Agreement Status
For each agreement found, report:
| Field | Details |
|-------|---------|
| **Agreement Type** | NDA, MSA, SOW, DPA, SLA, License Agreement, etc. |
| **Status** | Active, Expired, In Negotiation, Pending Signature |
| **Effective Date** | When the agreement started |
| **Expiration Date** | When it expires or renews |
| **Auto-Renewal** | Yes/No, with renewal term and notice period |
| **Key Terms** | Liability cap, governing law, termination provisions |
| **Amendments** | Any amendments or addenda on file |
### Step 4: Gap Analysis
Identify what agreements exist and what might be missing:
```
## Agreement Coverage
[CHECK] NDA -- [status]
[CHECK/MISSING] MSA -- [status or "Not found"]
[CHECK/MISSING] DPA -- [status or "Not found"]
[CHECK/MISSING] SOW(s) -- [status or "Not found"]
[CHECK/MISSING] SLA -- [status or "Not found"]
[CHECK/MISSING] Insurance Certificate -- [status or "Not found"]
```
Flag any gaps that may be needed based on the relationship type (e.g., if there is an MSA but no DPA and the vendor handles personal data).
### Step 5: Generate Report
```
## Vendor Agreement Status: [Vendor Name]
**Search Date**: [today's date]
**Sources Checked**: [list of systems searched]
**Sources Unavailable**: [list of systems not connected, if any]
## Relationship Overview
**Vendor**: [full legal name]
**Relationship Type**: [vendor/partner/customer/etc.]
**CRM Status**: [if available]
## Agreement Summary
### [Agreement Type 1] -- [Status]
- **Effective**: [date]
- **Expires**: [date] ([auto-renews / does not auto-renew])
- **Key Terms**: [summary of material terms]
- **Location**: [where the executed copy is stored]
## Gap Analysis
[What's in place vs. what may be needed]
## Upcoming Actions
- [Any approaching expirations or renewal deadlines]
- [Required agreements not yet in place]
- [Amendments or updates that may be needed]
## Notes
[Any relevant context from email/chat searches]
```
### Step 6: Handle Missing Sources
If key systems are not connected:
- **No CLM**: Note the gap. Suggest the user check their CLM manually.
- **No CRM**: Skip CRM context. Note the gap.
- **No Email**: Suggest the user search their email for "[vendor name] agreement" or "[vendor name] NDA".
Always clearly state which sources were checked and which were not.
## Notes
- If no agreements are found in any connected system, report that clearly and ask the user if they have agreements stored elsewhere
- For vendor groups (e.g., a vendor with multiple subsidiaries), ask whether the user wants to check a specific entity or the entire group
- Flag any agreements that are expired but may still have surviving obligations (confidentiality, indemnification, etc.)
- If an agreement is approaching expiration (within 90 days), highlight this prominently
What This Does
Checks the status of existing agreements with a vendor across all connected systems (CLM, CRM, email, documents, chat), compiles a consolidated view of the legal relationship, runs a gap analysis to identify missing agreements, and flags upcoming expirations or renewal deadlines.
Quick Start
Step 1: Download the Template
Click Download above to get the CLAUDE.md file.
Step 2: Set Up Your Project
Create a project folder and place the template inside:
vendor-management/
├── CLAUDE.md
├── reports/ # Vendor status reports
├── agreements/ # Agreement copies
└── renewals/ # Renewal tracking
Step 3: Start Working
claude
Say: "Check all agreements with Acme Corp"
What Gets Checked
| Agreement Type | Status Tracked |
|---|---|
| NDA | Active, expired, pending |
| MSA | Terms, liability caps, governing law |
| SOW | Scope, deliverables, timeline |
| DPA | Data processing terms, compliance |
| SLA | Service levels, penalties |
| Insurance Certificate | Coverage, expiration |
Gap Analysis
The assistant identifies what agreements are in place and what may be missing. For example, if there is an MSA but no DPA and the vendor handles personal data, that gap is flagged with a recommendation.
Tips
- For vendor groups with multiple subsidiaries, specify whether you want to check a specific entity or the entire group
- Agreements approaching expiration within 90 days are highlighted prominently
- Expired agreements may still have surviving obligations (confidentiality, indemnification) -- these are flagged
Example Prompts
"Check all agreements with Acme Corp"
"What vendor contracts are expiring in the next 90 days?"
"Do we have a DPA in place with our cloud hosting provider?"
"Show me the gap analysis for our top 5 vendors"
"What is the renewal notice period for our Salesforce MSA?"