Contract Intake

Contract Intake uses AI to turn signed contract documents into structured contract records in Vayu. Instead of manually entering contract details, such as terms, pricing details, dates, commitments, and billing rules, you can upload a contract PDF and review the extracted data before saving it.

Customer information may also be extracted during this process, but the primary purpose of Contract Intake is to accelerate contract setup and reduce manual data entry.

Overview

Contract Intake helps you create contracts from existing PDF agreements by extracting key commercial and operational details, including:

• Contract terms and effective dates
• Billing frequency and payment terms
• Pricing, products, and line items
• Commitments, minimums, discounts, and promotions
• Renewal terms and contract conditions
• Relevant customer information needed to associate the contract with the correct account

How to use Contract Intake

Extracting contract data

To extract contract data from a PDF:

1. Navigate to the contract creation workflow.

2. Click Extract from PDF in the upper-right corner.

   

3. In the modal window, drag and drop your contract PDF or click Upload file.

   

4. Upload the document to begin extraction.

5. Review the extracted contract data and make any necessary adjustments.

6. Save the contract to complete the process.

Supported contract fields

The AI extraction process can identify and populate contract-related fields such as:

Contract Details:

• Contract start and end dates
• Billing cycle and frequency
• Payment terms
• Renewal conditions

Pricing and Products:

• Product line items
• Fixed fees
• Usage-based pricing
• Commitments and minimums
• Discounts and promotions

Plan and Commercial Terms:

• Plans associated with the contract
• Contracted products or services
• Customer-specific pricing terms
• Regional or entity-specific billing rules, where applicable

Customer Information

During Contract Intake, Vayu can also extract customer information from the uploaded PDF. This helps connect the contract to the correct customer record.

When customer information is detected, the system can:

• Match the contract to an existing customer based on name or identifier
• Create a new customer record if no matching customer exists
• Populate customer fields with extracted information
• Link the saved contract to the appropriate customer

Extracted customer information may include:

• Company name
• Contact details
• Billing address
• Customer identifiers

Best practices

• Use text-based PDFs rather than scanned images whenever possible
• Review all extracted contract data before saving
• Check pricing, dates, commitments, and billing terms carefully
• Use consistent contract templates to improve extraction accuracy
• Confirm customer matching before creating or updating customer records