Subscription & Renewal Management

1. Goal: Stop SaaS Wastage ("Zombie Subscriptions")

Problem: Companies have hundreds of recurring payments (Slack, AWS, Adobe, LinkedIn). Nobody knows when they renew, who owns them, or if the price went up. They auto-renew on credit cards, leaking budget. Solution: A "Renewal Radar" that builds a contract calendar automatically from AP Invoice data.

2. Core Value Proposition

• Visibility: A single calendar view of every recurring cost.
• Savings: Alerts 30-60 days before renewal ("Slack renews for $50k on Jan 1st. Cancel?").
• Ownership: Forces an owner for every tool ("Max, do we still use Figma?").

3. Workflow: The "Auto-Discovery" Engine

1. Detection: System scans AP Invoices.
   • Triggers: Recurring Vendors (Zoom), Frequency (Monthly), Keywords ("Subscription", "License").
2. Extraction:
   • Service Period: "Jan 1, 2024 - Dec 31, 2024".
   • Renewal Type: Auto-renew vs Manual.
   • Notice Period: "30 days notice required".
3. Calendar Entry: Creates a SubscriptionContract record.
4. Alerting:
   • T-60 Days: Email Owner ("Usage is down 10%. Do you want to downgrade?").
   • T-30 Days: Alert Finance ("Cancellation deadline is tomorrow!").

4. Data Model

SubscriptionContract

• subscription_id
• vendor_id
• owner_user_id (Internal stakeholder)
• status: ACTIVE | CANCELLED | EXPIRED
• renewal_frequency: MONTHLY | ANNUAL
• current_period_start
• current_period_end (The Renewal Date)
• notice_period_days (e.g., 30)
• cancellation_deadline (calculated: End Date - Notice Period)
• cost_per_period
• auto_renew: boolean

RenewalAction

• action_id
• subscription_id
• decision: RENEW | CANCEL | DOWNGRADE | NEGOTIATE
• decided_by_user_id
• decision_date

5. UX/UI

• The Renewal Calendar: Visual timeline showing upcoming "cliffs" (big payments).
• The "Spend Efficiency" Report: "You spend $10k/month on Marketing tools. 3 of them haven't been invoiced in 60 days (Usage check)."
• Cancellation Assistant: Generates the "Please cancel my subscription" email template for the user.

6. Integration

• Inputs: AP Invoices (Discovery).
• Outputs: Alerts to Slack/Teams/Email.