Table of Contents

• Overview

  • Key Benefits

  • Prerequisites

• Current Contract Data Extraction Scope

• Create a New Subscription Using AI Contract Capture

  • Step 1: Upload and Scan the Contract

  • Step 2: Review Extracted Data

  • Step 3: Activate the Subscription

• Subscription Matching Logic for Renewals

• Renew a Contract Using AI Contract Capture

  • Step 1: Upload and Scan the Renewal Contract

  • Step 2: Match the Renewal to an Existing Subscription

  • Step 3: Review and Complete the Renewal

  • Step 4: Post-Renewal Validation

Overview

AI-based Contract Capture uses Artificial Intelligence technologies such as Natural Language Processing (NLP) and Machine Learning (ML) to automatically identify, extract, and organize key information from uploaded contract documents. The system converts static contracts into draft subscriptions in Ordway.

This automation significantly reduces manual data entry, minimizes human error, and accelerates the overall contract lifecycle management process.

With this release, AI-based Contract Capture supports both:

• New contract creation: Key pricing, dates, terms, and billing details are extracted from uploaded contracts and converted into a draft subscription that you can review and activate.

• Contract renewals: Renewal contracts are automatically identified, matched to existing subscriptions, and pre-filled to complete renewals through a guided and auditable workflow.

Key Benefits

• Reduces manual effort in subscription creation

• Improves accuracy by minimizing human errors

• Speeds up contract onboarding and renewals

• Provides side-by-side validation of extracted data

• Streamlines renewal identification and processing

Prerequisites

Before using AI-based Contract Capture, ensure the following:

• AI Contract Capture is enabled for your account. To enable it, contact Ordway Customer Support.
• Default Plan for Contract Scan and Default Product for Contract Scan are configured. 
  1. In the left navigation menu, click Setup > Settings. The Settings page is displayed.
     These defaults are used when the system cannot identify a specific product or plan in the contract.
     
  2. Click SAVE to save the settings and the configuration. The "Settings saved successfully" confirmation message appears.
• Supported file formats: PDF and .docx only

Why Default Product and Plan Are Required

If the AI scan does not identify a product or plan tied to a charge in the contract, Ordway automatically applies the configured default product and plan.

Current Contract Data Extraction Scope

AI-based Contract Capture currently extracts the following fields from uploaded contract documents. These fields are used to create new subscriptions or identify renewals accurately.

Extracted Contract-Level Fields

• Contract Type

• Customer Name

• Currency

• Contract Effective Date

• Start Date

• End Date

• Service Start Date

• Billing Start Date

• Renewal Terms

• Auto-Renewal (Yes / No)

• Payment Terms

• Subscription Fee / Contract Fee

• Contract Cancellation Date

• Contract Termination or Cancellation Reason

Extracted Subscription & Billing Fields

• Subscription Term / Contract Term
  Supports both numeric and text-based formats, including:

  • 12 months, 12 mon, twelve months, twelve mons
  • Days, Year, Yr, Yr., Year.

• Billing Frequency

• Quantity

• Discount

• Plan Effective Price

• Product Effective Price

• Plan ID (if available in the contract)

• Charge Name (if available in the contract)

Extracted Date Fields

• Date

• Billing Start Date

• Service Start Date

• Contract Effective Date

Create a New Subscription Using AI Contract Capture

AI-based Contract Capture allows you to create subscriptions directly from contract documents by automatically extracting key contract details and converting them into a draft subscription.

Follow these steps to create a new subscription from a contract document.

• Step 1: Upload and Scan the Contract

• Step 2: Review Extracted Data

• Step 3: Activate the Subscription

Step 1: Upload and Scan the Contract

1. In the left navigation menu, click Contracts and Orders > Subscription Contracts. The Subscription Contracts page is displayed.
    

2. In the upper-right corner, click the three-dot menu, and then select Scan.
   

3. Click CHOOSE FILE to upload the contract document.

4. Click PROCESS. Ordway processes the document and extracts key contract attributes.

5. Once processing is complete, the Create Subscription form opens automatically.

Step 2: Review Extracted Data

After the subscription form opens:

1. All extracted charges are displayed in the subscription form.
   

2. The default plan is applied where applicable.
   

3. A document preview panel is available for validation.
   

4. Compare extracted values with the original contract side by side

5. Review all the details and make any required adjustments.

6. Click SAVE. The system creates the subscription in Draft status.
   

Step 3: Activate the Subscription

Once you have verified the draft subscription:

1. Click the three-dot menu in the upper-right corner.

2. Select Activate.  The Activate Subscription dialog box is displayed.
   

3. Click ACTIVATE. 
   The subscription moves to the Active state, and a confirmation message appears indicating that the subscription is now active.

Subscription Matching Logic for Renewals

Once the contract scan is complete, Ordway performs the following steps to identify the correct subscription for renewal:

1. The system identifies active and termed subscriptions associated with the customer.

2. Extracted charges from the scanned contract are compared against existing charges in each subscription.

3. Ordway calculates the number of matching charges for each subscription.

4. The subscription with the highest number of matching charges is automatically suggested as the Ordway-recommended subscription.

Renew a Contract Using AI Contract Capture

AI-based Contract Capture simplifies renewals by automatically identifying renewal contracts and linking them to existing subscriptions.

When a renewal contract is uploaded, the system scans for renewal-related terms and initiates a guided renewal workflow with full auditability.

How Renewal Detection Works

The system scans uploaded documents for renewal-related keywords, including:

• Renewal

• Renewal Agreement

If these terms are detected, the document is treated as a renewal contract and routed through the renewal workflow.

Follow these steps to Renew a Contract Using AI Contract Capture

• Step 1: Upload and Scan the Renewal Contract

• Step 2: Match the Renewal to an Existing Subscription

• Step 3: Review and Complete the Renewal

• Step 4: Post-Renewal Validation

Step 1: Upload and Scan the Renewal Contract

1. In the left navigation menu, click Contracts and Orders > Subscription Contracts. The Subscription Contracts page is displayed.

2. Click Scan Renewal and upload the renewal document.

3. In the upper-right corner, click the three-dot menu, and then select Scan.

4. Click CHOOSE FILE to upload the contract document.

5. Click PROCESS. Ordway analyzes the document and detects it as a renewal.

Step 2: Match the Renewal to an Existing Subscription

After processing, a popup appears displaying matching subscriptions, including:

• Ordway-recommended subscription

• Other possible subscription matches
  

• Select the subscription that best matches the uploaded contract.
  

• Click CONTINUE.

Step 3: Review and Complete Renewal

• The Renew Subscription form opens with the following details pre-filled:
  

• Existing plans and charges 
  

• You can modify Quantities, Charges, and Other applicable fields.

7. Click SAVE to complete the renewal.

Step 4: Post-Renewal Validation

After saving:

1. The subscription is updated and marked as a renewal.

2. The Subscription History reflects the new version as Renewal. 
   

3. This ensures a clear and auditable record of all renewal activities.