Automate SaaS renewal management and vendor onboarding
Stepwork reads renewal dates, notice periods, and usage from your tools each week, gets owners to decide before the deadline, and runs every new vendor through the same checks.
- Use case
- SaaS renewals and new vendor onboardingProcurement
- Best for
- Procurement Manager, Controller, IT Manager
- Applications used
Zylo
Ironclad
Zip
DocuSign
NetSuite
Slack
- Business outcome
- Every renewal decided before its notice date
The problem
The contract renews on its own unless someone notices in time
- Check the renewal calendar for what's coming up
- Open each contract to find the notice period and auto-renew
- Pull seat usage and pricing before every renewal call
- Chase owners for a decision before the notice date passes
- Look up each new vendor and send the security questionnaire
- Retype approved vendors into the ERP so AP can pay them
Triage
Wherever a renewal or a new vendor shows up, it lands in the right procedure
Renewal dates, purchase requests, and vendor notices arrive in different tools and in different shapes. Stepwork reads each one where it lives and hands it to the procedure that deals with it.
How it arrives
- ZipPurchase requestNew vendor · Gong
Requested by: Sales Ops
Data access: CRM records, call recordingsGoes to New vendor onboarding
OutlookVendor emailSubject: Your subscription renews on April 1
Your plan renews automatically unless you cancel 30 days before the renewal date.Goes to Auto-renew decision gate- IroncladContract recordZendesk · Subscription agreement
Auto-renew: Yes · Notice: 60 days
End date: Jun 30Goes to Auto-renew decision gate
- SlackSlack message@procurement our Salesforce renewal call is next Thursday. Can someone pull usage and a benchmark before then?Goes to Renewal evidence pack
Systems
Renewal dates and vendor records, wherever they live
The renewal date sits in a SaaS management tool, the notice period in the contract, the request in a procurement tool, and the vendor record in the ERP. Stepwork reads and updates each one through its own screens with a login your team grants, including tools that aren't connected to each other.
- SaaS management: Zylo, Productiv, Torii
- Procurement and intake: Zip, Coupa, Tropic, SAP Ariba, Procurify
- Contracts and signatures: Ironclad, LinkSquares, Icertis, DocuSign, Adobe Acrobat Sign, PandaDoc
- Vendor checks and benchmarks: Dun & Bradstreet, Whistic, SecurityScorecard, OneTrust, Vendr
- ERP: NetSuite, Sage Intacct, Microsoft Dynamics GP, Acumatica, SAP Business One
- Where decisions happen: Slack, Microsoft Teams, Outlook
Example procedures
Four vendor and renewal procedures, card by card
One sweeps the next 90 days of renewals, one runs every new vendor through the same checks, one gets owners to decide before an auto-renewal, and one builds the numbers for a renewal call. Swap in your own SaaS management, contract, and procurement tools above each one and the steps stay the same.
Weekly 90-day renewal sweep from Zylo into Tropic
Every Monday Stepwork reads the renewals coming up in the next 90 days from Zylo, checks each contract's notice period in Ironclad, and adds the renewal to the pipeline in Tropic. Anything with a notice deadline inside 30 days goes to its owner instead.
- Ironclad
Tropic
- Slack
Swap in your systemsThe steps stay the same. Only the screens change.
Weekly 90-day renewal sweep from Zylo into Tropic
Extraction
Read renewals in the next 90 days from Zylo
Scheduled · Mondays at 7:00
Extracted variables
- vendor_name
- renewal_date
- owner_email
- seats_used
- annual_cost
Extraction
Read the notice period and auto-renew terms in Ironclad
Input variables
- vendor_name
Extracted variables
- notice_deadline
- auto_renew
Rule logic
Is the notice deadline inside 30 days?
Input variables
- notice_deadline
Paths
- If the last day to give notice is 30 days away or lessThen: Send the renewal to its owner in Slack
- OtherwiseThen: Add the renewal to the pipeline in Tropic
Execution
If notice is inside 30 daysSend the renewal to its owner in Slack
Input variables
- vendor_name
- owner_email
- notice_deadline
- auto_renew
- seats_used
- annual_cost
Output
- owner_alert
Execution
If there's more timeAdd the renewal to the pipeline in Tropic
Input variables
- vendor_name
- renewal_date
- notice_deadline
- owner_email
Output
- pipeline_record
Summary
Sum up the week's renewals
Input variables
- pipeline_record
- owner_alert
Drag to explore · pinch to zoom
Step by step
- The renewals come inStepwork reads every renewal in the next 90 days from the renewal calendar in Zylo: the app, the renewal date, the owner, seats in use, and the annual cost. Each renewal is one pass through the loop.
- The contract gets checkedInside the dashed frame, Stepwork opens the vendor's contract in Ironclad and reads the notice period and whether it renews on its own. The notice deadline is the renewal date minus the notice period.Repeats: For each renewal in the next 90 days · 11 renewals
- The rule checks the deadlineIf the last day to give notice is 30 days away or less, the run takes the top path. If there's more time, the renewal goes into the pipeline.
- If notice is inside 30 daysSend the renewal to its owner in Slack
- If there's more timeAdd the renewal to the pipeline in Tropic
Repeats: For each renewal in the next 90 days · 11 renewals - Urgent renewals go to the ownerOnly on the top path: the owner gets a message in Slack with the notice deadline, whether it auto-renews, seats in use, and what it costs, so they can decide before the date passes.Only on this path: If notice is inside 30 daysRepeats: For each renewal in the next 90 days · 11 renewals
- The rest join the pipelineThe recorded flow adds the renewal to the pipeline in Tropic with its renewal date, notice deadline, and owner, so procurement works through them in date order.Only on this path: If there's more timeRepeats: For each renewal in the next 90 days · 11 renewals
- Procurement gets the week's radarAfter the last renewal, the Summary card lists what was added to the pipeline and which owners were asked to decide now.
Field map
| From | To |
|---|---|
| ZyloRenewal: app, renewal date, owner | TropicRenewal: vendor, renewal date, owner |
| IroncladContract: notice period | TropicRenewal: notice deadlineThe renewal date minus the notice period |
| ZyloApp: seats in use, annual cost | SlackMessage to the ownerOnly when notice is inside 30 days |
New vendor request in Zip to a vendor record in NetSuite
When someone requests a new vendor in Zip, Stepwork verifies the business in Dun & Bradstreet and starts the security review in Whistic. High-risk vendors go to security. The rest get the contract sent for signature in DocuSign and a vendor record in NetSuite.
- Zip
Dun & Bradstreet
Whistic
- DocuSign
- NetSuite
- Slack
Swap in your systemsThe steps stay the same. Only the screens change.
Step by step
- The request comes inA new vendor request is submitted in Zip. That starts the run with the vendor's name, website, and contact.
- The business gets verifiedStepwork looks the vendor up in Dun & Bradstreet and reads its legal name, D-U-N-S number, and registered address, so the records that follow match the real business.
- The security review startsThe recorded flow opens the vendor in Whistic, starts the review, and reads the risk tier it sets from the data the vendor will have access to.
- The rule checks the riskIf Whistic rates the vendor high risk, the run takes the top path to security. Low and medium risk vendors go on to the contract.
- If high riskRoute the vendor to security in Slack
- If low or medium riskSend the contract for signature in DocuSign
- High risk goes to securityOnly on the top path: the security team gets the vendor and its risk tier in Slack, and nothing is signed or set up until they've reviewed it.Only on this path: If high risk
- The contract goes outOnly for low and medium risk: the recorded DocuSign flow sends the vendor agreement from your template to the vendor's contact, under the legal name from Dun & Bradstreet.Only on this path: If low or medium risk
- The vendor gets set upStepwork creates the vendor in NetSuite with the legal name, address, and D-U-N-S number, so AP doesn't retype them before the first invoice.Only on this path: If low or medium risk
- The request hears backBoth paths end here. Stepwork writes the outcome on the request in Zip: with security for review, or set up with its vendor ID.
Field map
| From | To |
|---|---|
| Dun & BradstreetLegal name, D-U-N-S number | NetSuiteVendor: name, D-U-N-S number |
| Dun & BradstreetRegistered address | NetSuiteVendor: address |
| ZipRequest: vendor contact | DocuSignEnvelope: signerLow and medium risk only |
| WhisticReview: risk tier | SlackHand-off to securityHigh risk only |
| NetSuiteVendor: ID | ZipRequest: vendor ID |
Keep, renegotiate, or cancel before each auto-renewal in Ironclad
On the 1st of the month Stepwork reads every contract in Ironclad that renews on its own in the next 60 days and asks each owner to keep, renegotiate, or cancel in Slack. Cancellations get a notice before the deadline, and every decision is saved on the contract.
- Ironclad
- Slack
- Outlook
Swap in your systemsThe steps stay the same. Only the screens change.
Step by step
- The auto-renewals come inStepwork reads every contract in Ironclad that renews on its own in the next 60 days, with its owner, the last day to give notice, and where the contract says notice must go. Each contract is one pass through the loop.
- The owner decidesInside the dashed frame, the owner gets a message in Slack with the vendor and the notice date, and picks keep, renegotiate, or cancel.Repeats: For each contract that auto-renews · 7 contracts
- The rule checks the decisionIf the owner chose to cancel, the run takes the top path and sends notice. Keep and renegotiate go straight to the contract record.
- If cancelSend the non-renewal notice from Outlook
- If keep or renegotiateRecord the decision on the contract in Ironclad
Repeats: For each contract that auto-renews · 7 contracts - The notice goes outOnly for cancellations: Stepwork sends a non-renewal notice from your template in Outlook to the address the contract names, before the notice date.Only on this path: If cancelRepeats: For each contract that auto-renews · 7 contracts
- The decision gets savedBoth paths meet here. The recorded flow saves the decision, who made it, and any notice sent on the contract in Ironclad.Repeats: For each contract that auto-renews · 7 contracts
- Procurement gets the listAfter the last contract, the Summary card lists each decision and every notice that went out, so renegotiations can be picked up from there.
Field map
| From | To |
|---|---|
| IroncladContract: owner, notice date | SlackDecision request to the owner |
| SlackOwner's reply: keep, renegotiate, or cancel | IroncladContract: renewal decision |
| IroncladContract: notice address | OutlookNon-renewal notice: recipientCancellations only |
Renewal evidence pack from Zylo, Ironclad, and Vendr
When an owner asks in Slack, Stepwork reads seat usage from Zylo, the current terms from Ironclad, and a benchmark price from Vendr, and sends back one evidence pack for the renewal call.
- Slack
- Ironclad
Vendr
Swap in your systemsThe steps stay the same. Only the screens change.
Step by step
- The ask comes inSomeone asks for a renewal pack in the procurement channel in Slack, naming the vendor. That message starts the run.
- Usage gets pulledStepwork reads how many seats you pay for and how many are active for the app in Zylo.
- The current terms get readIt opens the contract in Ironclad and reads the price per seat and the renewal date.
- The benchmark gets readStepwork looks the vendor up in Vendr and reads the benchmark price for a deal with the same number of seats.
- The pack gets builtThe Summary card puts it together: seats paid against seats active, your price against the benchmark, and the days left before the renewal date.
- The owner gets the packThe pack goes back to the person who asked, in the same thread in Slack.
Field map
| From | To |
|---|---|
| ZyloApp: seats paid, seats active | SlackEvidence pack: usage |
| IroncladContract: price per seat, renewal date | SlackEvidence pack: current terms |
| VendrBenchmark price | SlackEvidence pack: benchmarkFor the same number of seats |
Flows
The vendor and renewal flows these procedures are built from
Each flow is one recorded job in one app. Procedures run them on a schedule or from a request, and any of them can also run on its own.
- Zylo
Extract SaaS renewal calendar
Signs into Zylo and extracts contracts renewing in the next 90 days with vendor, value, owner, and auto-renew flag. - Ironclad
Extract auto-renew and notice period flags
Extracts vendor agreements with auto-renew clauses and their cancellation notice periods across the repository. - Tropic
Extract auto-renew deadlines approaching
Extracts contracts whose auto-renew notice deadlines fall within the window — the last chance to cancel or renegotiate. - LinkSquares
Extract auto-renewal terms across vendor agreements
Extracts auto-renewal clauses and notice requirements parsed from vendor agreements repository-wide. - Zylo
Extract license utilization for renewal prep
Extracts seat assignment, active usage, and engagement for the named app ahead of its renewal negotiation. - Vendr
Extract benchmark pricing for vendor
Pulls Vendr's benchmark pricing and typical discount ranges for the named vendor and tier. - Zip
Create intake request from Slack details
Creates the purchase request in Zip with vendor, amount, category, and business justification from the requester's details. - Dun & Bradstreet
Verify firmographics for new vendor
Extracts legal entity details, ownership, and location data to verify the new vendor's registration information. - Whistic
Send security questionnaire to vendor
Sends the standard security questionnaire to the vendor's contact from Whistic with the response deadline set. - Ironclad
Launch contract workflow from template
Launches the named workflow in Ironclad with counterparty details and key terms filled from the request. - DocuSign
Send envelope from template
Creates and sends a DocuSign envelope from the named template with recipient details and merge fields filled. - DocuSign
Send vendor agreement packet for signature
Creates the envelope with the MSA and DPA templates, fills vendor details, and routes to the vendor's signer and internal countersigner. - NetSuite
Create vendor record from approved onboarding
Creates the vendor in NetSuite with legal name, payment terms, banking details, and tax classification from the approved onboarding packet. 
CoupaUpdate supplier record per approved change
Applies approved supplier record changes — banking, contacts, payment terms — with the change reason documented.- Gatekeeper
Create vendor record from onboarding form
Creates the vendor record in Gatekeeper with entity details, owner, category, and uploaded onboarding documents. - Tropic
Add a renewal to the pipeline
Creates a renewal for the vendor with its renewal date, notice deadline, and owner, so it's worked with the rest of the pipeline. - Ironclad
Record a renewal decision on a contract
Opens the contract record, saves the keep, renegotiate, or cancel decision with who made it, and notes any notice sent.
More procedures
More vendor procedures
Ready-made procedures in the Marketplace for vendor security reviews, risk monitoring, new app discovery, and offboarding.
- Whistic · SecurityScorecard · Slack
Vendor security review pipeline
For each new vendor entering review, sends the Whistic questionnaire, pulls the vendor's SecurityScorecard rating, tracks questionnaire progress in the weekly queue, and packages the findings into an approve-or-conditions recommendation. 1 more
Dun & Bradstreet · SecurityScorecard · OneTrust + 1 moreVendor risk monitoring loop
Weekly, extracts risk score changes from Dun & Bradstreet and security score drops from SecurityScorecard for monitored vendors, launches a targeted OneTrust reassessment for material changes, and briefs the vendor owner with the movement and required follow-up.
1 moreZylo · Productiv · Ramp + 1 moreNew vendor and app discovery triage
Monthly, merges newly discovered shadow apps from Zylo, new apps from Productiv, and new vendors detected in Ramp billing, dedupes them into one discovery list, and routes each to procurement for sanction-negotiate-or-cancel decisions with spend context.- LinkSquares · Gatekeeper · Zylo + 1 more
Vendor offboarding close-out
For a terminated vendor, extracts the contract's termination requirements from LinkSquares, verifies obligations like data return are tracked to completion, archives the vendor record in Gatekeeper, and updates the app catalog status in Zylo.
Why Stepwork
Every renewal decision, on the record
Stepwork is a deterministic agent platform: it reads renewal dates, notice periods, and usage from each tool's own screens, even ones with no integration, and runs the steps you recorded in the same order every time. Every run records what was read, who decided, what they chose, and when any notice went out. Credentials come from your vault at run time, and nothing changes in a contract or vendor record unless a procedure is built to change it.
Deterministic agentsProceduresCredentials
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Common questions
The math
What manual renewal and vendor work costs
Example volumes for a team managing about 150 SaaS vendors and onboarding a few new ones each week. Swap in yours.
Illustrative estimate, not a quote. These are example volumes and typical hand times, not a customer's results. Your numbers will differ, and we can work them out with you.
| The manual task | Times a week | Minutes each | Hours a week |
|---|---|---|---|
| Check a renewal's contract terms and notice date | 6 | 15 | 1.5 |
| Pull usage and pricing for a renewal decision | 3 | 45 | 2.3 |
| Chase an owner for a renewal decision | 8 | 5 | 0.7 |
| Check a new vendor and start the security review | 3 | 30 | 1.5 |
| Create an approved vendor in the ERP | 3 | 15 | 0.8 |
- Hours a week
- 6.7
- Hours a year
- 333
- Of one full-time person
- 17%
Example volumes, not a customer's numbers. Minutes are the typical time to do each task by hand. Hours a year assume 50 working weeks.