Agentic AI For Contract-To-Payment Assurance

Pay Exactly What You Agreed

No Recovery. No Fee!

Vendor Optic’s AI agents turn your contracts into invoice-level controls, checking every charge before you pay. Every overcharge is backed by the contract clause, invoice line, and calculation, giving you clear evidence to recover what you’re owed.

Private AI inside your environment
Learns every vendor’s billing patterns
English and French

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Vendor Optic’s AI Agents Read From The Systems You Already Use

SAP
SAP Ariba
Oracle Fusion
Coupa
Microsoft Dynamics 365
OpenText VIM
Microsoft Outlook
Microsoft Teams
Excel
EDI
CFDI
SFTP

Vendor Optic reads from these systems. Product names are trademarks of their owners; no endorsement implied.

The Problem

Where Money Quietly Leaks

Rates change with amendments. Invoices don't.
Discounts and tier breaks get forgotten.
The same work gets billed twice.
Rebates are earned and never collected.
Auto-renewal deadlines slip by.

The evidence is scattered across scans, spreadsheets and inboxes, far too much to check by hand. Vendor Optic’s AI agents read all of it

Five AI Agents, Working For Your Team

AI Agents Do The Work, Your Team Makes The Calls

Vendor Optic is agentic. Five specialized AI agents work every contract, invoice and deadline on their own, around the clock, and hand your team finished cases with the evidence attached. They never pay, approve or reject an invoice: a person makes every money decision.

Contract Agent

Reads every contract, amendment and rate card, and drafts the pricing rules for a named person to approve.

Audit Agent

Checks every invoice line against the rules in force and the vendor’s learned billing pattern, before the payment run.

Evidence Agent

Investigates every anomaly and assembles the proof: the clause, the invoice line, earlier invoices and the math.

Recovery Agent

Finds money owed, drafts the dispute or credit claim, and tracks it until the money is actually back.

Deadline Agent

Watches renewals, notice dates and contract ceilings, and warns the owner while there is still time to act.

Illustrative example

Contract Agent: Read Amendment No. 1 to PSA-2025-031: 14 pricing terms extracted (Done)
Contract Agent: Drafted a rule: Programmer Analyst L3 is $160.00/h from April 1, 2026 (Sent for approval)
Audit Agent: Checked invoice NDC-2026-0418: 4 lines against 14 rules (Done)
Audit Agent: Line 1 billed $175.00/h; the amended contract says $160.00/h (Flagged)
Evidence Agent: Matched the clause, the invoice line and the math: $1,800.00 over (Evidence ready)
Audit Agent: Recommended a payment hold, with the reason (Awaiting your decision)
Recovery Agent: Found 7 earlier invoices at the old rate: $12,600.00 to recover (Claim drafted)
Deadline Agent: Northstar renewal notice due in 45 days; contract owner alerted (Owner alerted)

Human in the loop: agents recommend, people decide, and every step is recorded in the audit trail.

Inside Vendor Optic’s Agents

Vendor Optic AI Reads Every Contract And Learns How Every Vendor Bills

Rules catch what the contract says. Proprietary machine-learning models catch what rules miss. Together they check every invoice line before you pay.

Vendor Optic Document Intelligence

Reads scanned and native contracts, amendments and rate cards like an expert analyst, and extracts every price, rate, cap, discount and effective date.

Pattern-Learning ML

Proprietary models learn the normal billing pattern of each vendor, role, lane and item, and flag anything that breaks it, even when no rule covers it.

Learns From Every Decision

Each approval, hold and dismissal your team records sharpens the models, so findings get more precise with every payment run.

Private And Explainable

Every model runs inside your environment and never trains on anyone else’s data. Every finding shows the clause, the invoice line and the math.

The 360 View

One View Of Every Vendor, All The Way Around

One agentic AI platform, from the contract, to every invoice, to the payment, to the money back, to the renewal, and around again.

Contract Agent Reads Contracts

Vendor Optic’s Contract Agent reads contracts, amendments and rate cards, scanned or native, and works out what each file is and which vendor it belongs to.

Approve The Agent-Drafted Rules

The Contract Agent turns every pricing term into a sentence a person can check. A named person on your team approves the rulebook.

Audit Agent Checks Every Invoice

Every line is checked against the rules in force on the date the work was done, and scored by models trained on each vendor’s billing patterns, before your payment run.

Prevent Before Payment

Vendor Optic’s Audit Agent recommends: hold, query the vendor or send to the contract owner. A person always decides.

Recover What's Owed

Vendor Optic’s Recovery Agent drafts disputes and credit claims and tracks them until the money is actually back.

Renew Smarter

Walk into every renewal with a scorecard built by Vendor Optic’s agents: the overcharges by cause and the clause weaknesses ranked by cost.

How It Works

From A Folder Of Documents To Money Back, Powered By Vendor Optic’s AI Agents

01. Drop Your Documents

No sorting. Vendor Optic’s Contract Agent classifies every file and matches it to the right vendor and contract.

02. Approve The Rulebook Your Contract Agent Drafts

The Contract Agent turns each pricing term into a plain-language rule linked to the exact spot in the contract. Nothing is used until a person on your team approves it.

03. The Audit Agent Checks Every Invoice Line Before The Payment Run

Against the rules in force on the date the work was done, including every amendment, while machine-learning models flag anything that breaks the vendor’s usual pattern.

04. Decide With Proof, Then Get The Money Back

Approve, hold and query the vendor, send to the contract owner, or dismiss with a reason. Every decision teaches the models, and recoveries are tracked until the money is back.

Accepted formats: PDF, Scanned PDF, Word, Excel, CSV, Email, ZIP, EDI, e-invoice XML.

From 1 April 2026 to 31 March 2027, a Programmer Analyst at Level 2 is billed at $145.00 per hour
Illustrative example · Rulebook Approved

See The Proof

Every Vendor Optic Finding Proves Itself In Under Two Minutes

Illustrative example

Audit Agent Recommends A Hold

This invoice bills a Level 3 Programmer Analyst at $175.00 per hour. The contract, as amended on 1 April 2026, sets Level 3 at $160.00 per hour. The difference on 120 hours is $1,800.00.

Schedule B is amended by replacing the rate for Programmer Analyst, Level 3, with $160.00 per hour, effective 1 April 2026.
Contract Clause: Amendment No. 1 to PSA-2025-031 · section 1 · page 1

This is 1 of 7 similar findings: 7 invoices billed the pre-amendment rate, $12,600.00 in total.

Approve as correct
Hold and query vendor
Send to contract owner
Dismiss with reason

What Vendor Optic’s Agents Catch

Twelve Ways Money Leaks. Vendor Optic’s Audit Agent Checks Them All

Prices And Rates

Unit price above the contract price
Labour billed above the rate for its category and level
Old rate still billed after an amendment, or a new rate billed before its effective date
List price billed instead of the negotiated rate
Volume tier reached but the tier discount not applied
Escalation applied early, above its cap, or compounded when the contract says simple
Index-linked escalation using the wrong index period
Negotiated discount missing
Markup on pass-through costs above the allowed percentage
Minimum charge misapplied
Items billed that are not in the contract at all
The same item at different prices across sites or affiliates

Quantities And Delivery

Quantity billed above the purchase order or goods received
Partial delivery billed in full
Hours billed above approved timesheets
Services billed but never delivered
Work billed outside the period of performance
Invoice total that does not equal its lines, or tax miscalculated

Duplicates

Exact duplicate invoices
Invoice numbers altered with a suffix or leading zeros
The same work billed on a weekly and a monthly invoice
The same invoice paid to two vendor records or sibling companies
The same invoice arriving by PDF and by EDI
Carrier and broker both billing the same load

Money Owed To You

Credit memos issued but never applied
Supplier credit balances nobody claimed
Volume rebates earned but never received
Performance credits earned with the claim window about to close
Early-payment discounts available before their deadline
Credits for returned goods never issued

Professional Services And Labour

People billed who do not meet the labour category's qualifications
Overtime without prior approval
Hours beyond a category's allocation
Travel and per diem above approved rates
Full 40-hour weeks billed in holiday weeks
Subcontracted work billed as the prime's own labour at prime rates

Freight And Logistics

Lane rate above contract
Fuel surcharge from the wrong table or week
Unauthorized accessorials (liftgate, residential, detention)
Reweigh and dimensional-weight upcharges
Demurrage or detention billed past the free time

Construction And Field Services

Wrong labour classification
Burden rates wrong
Compounded overhead and profit markups
Markup on deductive changes
Retainage and allowances not reconciled
Equipment billed above its hourly, daily or weekly cap

Software And Telecom

Renewal uplift above its cap
Seats billed beyond the contracted quantity
Telecom lines still billed after disconnection

Tax And Currency

Sales tax on exempt items or at the wrong province's rate
Currency converted at the wrong date or rate
Invoice in a different currency from the contract

Fraud And Control Signals

Unusual billing that breaks a vendor’s learned pattern
Bank details on the invoice differ from the vendor master
Unknown vendor or PO-box address
Invoices split to stay under approval limits
Bursts of round or sequential invoices
Documents altered after issue
Hidden text in a vendor document aimed at software

Deadlines And Contract Risk

The date a contract ceiling will run out
Auto-renewal and notice deadlines
Option periods
Invoices still arriving after a contract expired
Contracts missing audit rights, escalation caps or late-billing clauses
Missed obligations that trigger penalties

Hard Documents Vendor Optic Still Reads

Skewed scans of printed and signed copies with stamps over tables
Rate tables spanning many pages with merged cells
Handwritten or initialled changes
Amendments that change one row of a rate table
French and Spanish invoices
Several currencies
Password-protected, corrupt or duplicate files
Excel invoices with merged headers across sheets
Contracts of 500 pages or more

Money Owed To You

Money That Was Always Yours

Illustrative example

Volume rebate earned, not received: $48,300.00 (Claim by 30 November 2026)
Credit memo issued, never applied: $6,215.40 (Credit memo on file)
Early-payment discount available: 2%: $3,402.18 (Pay by 9 October 2026)

Invoice checking alone never sees this money. Vendor Optic’s Recovery Agent does

Coming Up

Every Deadline Across Every Contract, Found By The Deadline Agent, On One Calendar

Illustrative example

Insurance certificate expires 15 Oct 2026 · ClearView Facility Services · 19 days
Auto-renews 31 Dec 2026 · last day to give notice 1 Nov 2026 · CloudLedger Software · 36 days
Escalation cap 3% applies 1 Jan 2027 · Borealis Freight Lines · 97 days
Ceiling projected to run out 14 Feb 2027 · Keystone Technical Staffing · 141 days

For Your Role

Vendor Optic’s Agents, Built For The People Who Sign, Pay And Negotiate

CFO & Finance

See every dollar you were overcharged, and get it back, with proof your auditors accept

Only prevented and recovered money counts as realized
Audit-ready evidence packs for every finding
Fits SOX-style controls and section 34 certification
No disruption to payments, ever

Procurement

The prices you negotiated, enforced on every invoice

Vendor Optic benchmarking: what you pay each vendor for the same role or item
Savings opportunity against the median
A negotiation brief for every renewal
Analytics for sourcing, never an accusation

Vendor Management

Know which vendors bill accurately, and walk into every renewal with the numbers

Vendor scorecards by Vendor Optic, as trends
Exceptions per 100 invoices
Dispute outcomes and responsiveness
Obligations tracked to completion

Contracting

Your contracts, finally working after signature

Amendments applied from their effective date
Every clause scored for strength by Vendor Optic
Renewal and notice deadlines never missed
Ask a contract a plain question

Ask A Contract

Ask Vendor Optic A Plain Question. Get The Clause

Answers come only from your contracts, with the citation. If the contract does not say, Vendor Optic says so instead of guessing.

Illustrative example

Can Northstar bill overtime on Saturdays?: Yes, at 1.5 times the hourly rate, only with written pre-approval from the Project Authority. From the contract text · Section 6.3, page 12
What is Programmer Analyst Level 3 as of 15 April 2026?: $160.00 per hour, from the approved rulebook. From the approved rulebook · Amendment No. 1, Schedule B, row 3
Does the contract cover parking fees?: The contract does not address parking fees. Closest clauses: Not in the contract · 7.2 Expenses · 7.4 Travel

Coverage You Can See

Nothing Dropped Silently

You always know what is checked, what is not, and what it's worth.

Illustrative example: The Audit Agent found 212 lines worth $184,000.00 for detention charges that no rule checks yet. Clause 14.3 in three contracts appears to govern them.

Start Safely

Prove The Value Before You Change Anything

Retrospective Review

Vendor Optic’s agents check past invoices against your contracts. (No system access needed)

Shadow Mode

The Audit Agent records what it would have held. (Touches nothing)

Hold List

A list for AP before each payment run. (No system access needed)

Hold Flag

Sets the hold itself, for clear-cut cases only.

Each step is optional.

Trust And Control

Vendor Optic Proves. Your Team Decides

Private AI, Inside Your Environment

Vendor Optic’s agents and models run in your AWS or Azure account, your data centre or a disconnected network. No document leaves your organization, and your data never trains anyone else’s models.

A Person Always Decides

Vendor Optic’s agents recommend; they never pay, approve or reject anything. At most they place one payment hold, with a reason.

Fail-Safe: Payments Never Wait

If Vendor Optic is down, slow or unsure, invoices flow exactly as they did before.

Explainable AI Your Auditors Can Replay

Signed, tamper-evident evidence packs that reproduce identically a year later.

Personal Information Masked

Masked before any Vendor Optic agent reads a document. Access to unmasked data is permissioned and logged.

Bilingual And Accessible

Every screen, rule and report in English and French. WCAG 2.2 AA in both themes.

What Vendor Optic Is Not

Not a contract lifecycle management system
Not an accounts payable system
Not a general-purpose chatbot
Not an autonomous decision maker

It sits between the contract system and the payment system and makes sure they agree.

Explainable AI, not a black box: every result shows the clause, the invoice line and the math.

Deploy Your Way

Same AI, Same Results, Wherever It Runs

Your AWS Account

Deployed in your own cloud account.

Your Azure Tenant

Deployed in your own tenant.

Your Data Centre Or A Fully Disconnected Network

Air-gapped operation supported.

Value Estimator

Estimate With Your Own Numbers

Annual spend × share under contract = spend checked. Spend checked × your assumed overbilling rate = estimated overbilling.

This estimate uses only your own assumptions. It is not a promise of results.

FAQ

Questions Finance Leaders Ask First

What makes Vendor Optic agentic?

Specialized AI agents do the work on their own: they read every contract, check every invoice line before the payment run, investigate anomalies, chase money owed and watch deadlines, then hand your team a finished case with the evidence. They never pay, approve or reject an invoice. A person makes every money decision, and every step is recorded.

Is Vendor Optic AI-powered?

Yes. Vendor Optic’s Contract Agent reads your contracts and invoices, and proprietary machine-learning models learn each vendor’s billing patterns to flag what rules alone would miss. Every finding is explained with the clause, the invoice line and the math, and a person makes every decision.

Do Vendor Optic’s agents learn from our data, and who else benefits?

The models learn from the patterns in your own contracts, invoices and decisions, inside your environment. Your data never leaves your organization and never trains models for anyone else.

Does Vendor Optic pay or reject invoices?

No. Vendor Optic never pays, approves or rejects anything. At most it places one payment hold, with a reason, that a person releases.

Do our documents leave our organization?

No. Vendor Optic runs inside your own cloud account, your own data centre or a fully disconnected network. No document, number or result leaves your organization.

What if Vendor Optic is down before a payment run?

Invoices flow exactly as they did before. An uncertain result goes to a person and never blocks a payment.

Can it read old scanned contracts?

Yes: skewed scans, stamps over tables, rate tables across many pages, handwritten or initialled changes, and contracts of 500 pages or more.

Do we need to change our ERP?

No. Vendor Optic reads from SAP, Oracle, Coupa, Dynamics 365 and others. It writes exactly one thing: a payment hold with a reason code.

How do French invoices work?

French and Spanish invoices are read like any other. Every screen, rule, evidence pack and report is available in English and French.

Who approves the rules?

A named person on your team. Nothing is used until a person approves it, and each rule links to the exact spot in the contract.

What does our audit team get?

A signed, tamper-evident evidence pack for every finding and a full audit trail of who changed what, when and why.

Can our analysts extend what it checks?

Yes, without programmers. A second person approves every extension before it goes live.

How long until we see results?

Most teams start with a retrospective review of past invoices, which needs no system access. Results depend on your contracts and invoices.