From PDF to Records: Importing Software Contracts Into MI One
How MI One turns contract PDFs, including scans, into structured contract and entitlement records: upload, review suggested fields, link entitlements and track renewals.
By the MI Solutions SAM team8 min read2 exhibits
Contracts are where software asset management starts: they define what you own, what you pay and when you must act. They are also usually PDFs in inboxes and shared drives. MI One turns them into structured records you can report on, link to usage and track to renewal.
How it works
Exhibit 1
01Upload
Add a contract PDF to a new or existing contract record. Scanned documents are handled with optical character recognition.
02Review suggested fields
The document sits beside the contract fields, with suggested values found in the text: vendor, dates, values, renewal terms. You confirm or correct each one; nothing is saved without review.
03Link entitlements
Create entitlements for the products and quantities in the contract, so they can be matched to deployments. See license mapping.
04Track
The renewal date and notice period appear on Renewal Radar, and the contract can be linked to a budget line.
What gets captured
Exhibit 2
Importing many contracts at once
For existing portfolios, the spreadsheet import wizard maps columns from your contract list to MI One fields, with duplicate detection so the same contract is not created twice. Coupa customers can sync contracts directly.
Good practice
Get started
Frequently asked questions
Does MI One store the original document?
Yes. The PDF stays attached to the contract as proof of entitlement.
What if the suggestions are wrong?
You review every field before saving, and can correct any value.
Can we import contracts in other languages or currencies?
Contracts keep their own currency and are reported in your reporting currency; check with our team about specific document languages.
See where your software budget goes
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