Every renewal's notice date, before it passes.
Vendor tracker is an AI contract tracker. It reads your vendor invoice and contract lists, finds the invoices due in the next 14 days and the contracts renewing in the next 60 with cost and notice date, flags anything overdue or past its notice date, writes a dated tracker page in Notion and posts the totals.
- 15:00Schedule fired
- 15:00Read invoices and contracts
- 15:016 renewals, 3 notice dates passed
- 15:01Wrote dated tracker in Notion
- 15:02Posted totals · 2 overdue
Why do contract renewals slip past their notice date?
Because the notice date isn't written anywhere: it's the renewal date minus a notice period buried in the contract. Renewals sit in one spreadsheet, invoices in another, and nobody works out the dates until a vendor's invoice for another year arrives. By then the notice date has passed and the contract renewed.
Without it
- A contract that auto-renewed because nobody saw the notice date.
- Overdue invoices found when the vendor chases.
- A spreadsheet of renewals nobody opens.
- Totals added up by hand each week.
With Vendor tracker
- Notice dates worked out, passed ones flagged.
- Invoices due and overdue, with days counted.
- A dated tracker page every week.
- Totals in one Slack message, with the link.
What goes in a contract tracker?
Four lists that decide what you'll pay in the next two months, each worked out fresh on every run.
Renewals
Every contract renewing in the next 60 days with cost, renewal date, notice date, auto-renewal and owner.
Notice flags
Notice dates already passed, and those in the next 14 days, so there's still time to decide.
Invoices due
Unpaid invoices due in the next 14 days, with vendor, amount and due date.
Overdue and totals
Unpaid invoices past their due date with the days overdue, and the counts and totals for each group.
How does an AI contract tracker work?
Every run follows the same five steps. Your lists are only read; the tracker is written once, as a new Notion page, then summarised in Slack.
- 1
Reads both lists
Every invoice and contract row, with the columns mapped from the schema.
- 2
Sorts the invoices
Unpaid and due within 14 days, or overdue with the days counted.
- 3
Works out notice dates
Renewal date minus the notice period: passed, or due within 14 days.
- 4
Writes the tracker
A new page titled with today's date: overdue, due, renewals and totals.
Notion - 5
Posts the totals
Counts, amounts, notice flags and the page link, under 120 words.
Slack
- Fridays at 15:00, before the week closes
- @vendor-tracker what renews before year end?
- Run from a shortcut when you want this week's tracker now
From one sentence to Friday's tracker.
Describe the job, let Arclyx draft the agent, test it once on your real lists, create it, then read what lands in #finance-ops. The full tracker waits in Notion.
Paste the sentence. Arclyx picks the tools it needs and asks what it can't work out.
What should it do?
Every Friday at 3, list invoices due in the next 14 days and contracts renewing in the next 60 days with cost and notice date, flag anything overdue, write a dated tracker page in Notion under Vendor tracker, and post the totals and link to #finance-ops.
- Tools it can use
- Notion
- Slack
- Which Notion page should trackers go under?
- Vendor tracker, in our operations space
It writes the instructions, and you sign in to each tool once. Nothing runs until you say so.
- Reading your description
- Writing the instructions
- Picking the tools
Vendor tracker
- Notion
- Slack
Fridays, 15:00
Try it once as a dry run. It reads your real tools, and what it would post is shown to you, not posted.
- Reads both lists
- Checks the parent pageNotion · Fetch
- Writes the trackerNotion · Create page
- Posts the totalsSlack · Post
Once it's created, the output lands where you said, with a source for every item.
$8,549 renews 15 Nov and auto-renews. Notice date was 16 Oct.
Notice date passed, and the contract auto-renews.
↗ example-a.com/vendor-contracts$57,840 renews 30 Nov. Notice date 31 Oct.
Decide this week whether to renew.
↗ example-b.com/vendor-contracts$940 was due 12 Oct and is still unpaid.
Overdue: 2 invoices, $6,540 in total.
↗ example-c.com/vendor-invoices$4,820 due 25 Oct, the first of 5 unpaid invoices due by 7 Nov.
Due: 5 invoices, $12,046.50 in total.
↗ example-d.com/vendor-invoices
One tracker, every renewal owner.
The same Friday page tells each person what's theirs to decide or pay.
Operations
Every renewal's notice date before it passes.
Finance
Invoices coming due and overdue, with totals, every Friday.
Contract owners
Their renewals with cost and the decision date.
Founders
What the next two months commit you to, on one page.
How do you keep track of contract renewals with AI?
Keep your contracts and invoices in two lists and give an AI agent read access and a place to write. Each week it works out every notice date, flags the passed and close ones, lists the invoices due and writes a dated tracker. In Arclyx that's five steps, starting with one sentence.
“Every Friday at 3, list invoices due in the next 14 days and contracts renewing in the next 60 days with cost and notice date, flag anything overdue, write a dated tracker page in Notion under Vendor tracker, and post the totals and link to #finance-ops.”
- 1
Describe the job
One sentence: which lists, how far ahead to look and where the tracker goes.
- 2
Upload your two lists
Invoices with vendor, amount, due date and status; contracts with cost, renewal date and notice period.
- 3
Connect Notion and name the page
The agent gets a Notion tool that only creates new pages, under the page you name.
- 4
Watch a dry run
Optional. The page is held and the summary shows a placeholder link, so you can read both first.
- 5
Schedule it
Fridays at 15:00, or @mention it when you need it.
Or start from one of these sentences
“On the 1st of each month, list contracts renewing in the next 90 days with notice dates and DM me anything with notice in the next 30.”
“Every Monday, list unpaid invoices past their due date with days overdue and post them to #finance-ops.”
“Every quarter, list our software contracts renewing in the next 120 days with cost and owner, in a dated Notion page.”
“Every Friday, list each owner's renewals with notice in the next 14 days and post the list to #ops-leads.”
AI contract tracker vs a spreadsheet.
A spreadsheet and calendar reminders each cover part of the job. Here is what each one does, and doesn't, do.
| A spreadsheet | Calendar reminders | Vendor tracker | |
|---|---|---|---|
| Notice dates | A formula, if someone adds it | One reminder per contract, set by hand | Worked out for every renewal |
| Invoices due and overdue | Filtered by hand | No | Yes, with days overdue |
| Totals | If the sums are right | No | Counted and checked each run |
| Shows what changed | Overwritten each week | No | A new dated page each run |
| Where it lands | A file to open | A notification each | A Notion page and one Slack message |
Source: Google Calendar help: change Google Calendar notifications, checked 24 October 2026.
Is it safe to give an AI agent your vendor contracts?
It reads two lists you upload, creates one Notion page and writes one message. It can't pay, cancel or edit anything. Every run is recorded and has a spend ceiling by default.
Every run is recorded
Every step, in order
Each run keeps a trace: the tables it read, the page it created and the message it posted.
Every row, accounted for
Its instructions list every kept row and total and check them again before the page is written.
What each run cost
Tokens and cost are recorded per run and per agent, next to your plan's limits.
A spend ceiling, on by default
Each run has a dollar ceiling unless you remove it. A run stops before it goes over it, and tells you.
It can
- Read your invoice and contract tables
- Create new Notion pages, under the page you name
- Post to one Slack channel you name, message you, or email you
It can't
- Pay an invoice or move money
- Cancel, renew or edit a contract
- Edit, move or delete a Notion page
- Email anyone but you
AI contract trackers, answered.
What is a contract tracker?
A list of your contracts with what each costs, when it renews and the last day to give notice, so nothing renews by surprise. Vendor tracker writes one each run from your contract list, next to the vendor invoices coming due.
Does it update an existing tracker?
No. Its only Notion writing tool creates pages, so each run writes a new page titled with that day's date, under the page you name. Older trackers stay as they were, which keeps a dated history.
Does it pay invoices or cancel contracts?
No. It reads your lists and writes a page and a message. It has no payment or banking tools and can email only you, so it can't pay, cancel or contact a vendor.
Where does it get the invoices and contracts?
From your invoice and contract lists, uploaded to Arclyx as tables, such as exports from your accounting tool and contract sheet. It reads the columns first and never assumes which one holds a date or a status.
How does it work out the notice date?
Renewal date minus the contract's notice period in days. A notice date already gone is marked passed; one in the next 14 days is flagged. Each renewal shows its cost, whether it auto-renews and its owner.
What if a date is missing?
It flags a missing or unreadable date instead of guessing, and never invents a row or an amount. Paid invoices and renewals outside the 60 days are left out.
How accurate is it?
It lists every row it keeps, adds up each total and checks both again before writing. In our tests every row, flag and total matched a separate calculation of the same lists.
Do I need to write code?
No. Describe the tracker in one sentence and upload your two lists. Arclyx drafts the agent, you sign in to Notion once, and you can watch a dry run before you create it.
Agents that work well with it.
Build your vendor tracker.
One sentence in, a working agent out. Join the beta and we'll set you up.