Changelog
April 2026 Subscriptions, billing flexibility and platform reliability
This month we completed the last major piece of commercial infrastructure before our public launch. Annual subscription commitments with flexible monthly or annual payment are now fully supported across the platform. The distinction matters more than it sounds. Previously the platform assumed a simple recurring billing model. Teams that want to commit annually for the discount but pay monthly needed a more nuanced approach, and we have built exactly that. Your account status, feature access, and renewal behaviour all work consistently regardless of how you choose to pay.
Alongside that we spent meaningful time on platform reliability. As the codebase has grown over the past eleven months, some of the earliest infrastructure we built had accumulated technical debt that was beginning to cause subtle problems. Renewal reminders for contracts and licenses now fire exactly once. Previously, under certain conditions involving overlapping notification windows, a team member could receive the same renewal alert more than once. That is the kind of thing that erodes trust in a platform quickly — if your tools are noisy, people start ignoring them, and that defeats the entire purpose of a renewal management system.
Contract metadata editing is now tracked more consistently in the audit log. When a value or date was updated without a formal contract version change, some of those edits were not being captured. Audit completeness is something we care about deeply, both because our customers need it for compliance and because we will not build a platform that cannot answer the question of what changed and when.
March 2026 Vendor onboarding portal and purchase requests
March was the biggest release in ProcuHelp's history. Three capabilities that had been in development since late 2025 went live together, and they fundamentally change what the platform is. Up until now ProcuHelp was a place where your team managed supplier relationships internally. From March, it extends outward to the suppliers themselves and inward to every employee who needs to buy something.
The vendor onboarding portal solves a problem every procurement team knows intimately. Onboarding a new supplier used to mean a sequence of emails, chased documents, spreadsheets updated manually, and someone eventually creating a vendor record by hand. ProcuHelp replaces that entire process with a portal your supplier fills in themselves. You send a link. The vendor submits their company details, registration numbers, contact information, and any documents you require — insurance certificates, compliance declarations, tax identification, whatever your process demands. When they complete the flow, their vendor profile is created automatically in ProcuHelp. Nothing gets lost, nothing needs to be chased, and nothing needs to be manually transcribed. The portal is fully branded to your organisation and supports conditional question logic, so vendors only see sections that are relevant to them based on how they answer earlier questions.
The purchase request portal closes a gap that has frustrated procurement teams for years. When an employee needs a new tool, a subscription, or a service, the request typically goes into a Slack message, an email, or a verbal conversation. There is no structure, no record, and no clear approval chain. The ProcuHelp purchase request portal gives employees a structured channel to submit requests with a business case, an estimated cost, and the relevant context. Those requests route through your defined approval chain and create a complete audit trail. If finance wants to know how a particular subscription got approved, the answer is in ProcuHelp.
DocuSign eSignature is now built directly into contract management. When a contract is ready to sign, you can send it from within ProcuHelp without switching tools or copying files into another system. Signing status updates in real time, all parties receive notifications at each stage, and the countersigned PDF is stored automatically against the contract record the moment it is complete. This closes the loop on a workflow that previously had a gap right at the most critical moment — the point where a contract becomes legally binding.
February 2026 AI insights, spend intelligence and anomaly detection
Since the AI assistant launched in late 2025 it has answered questions. In February we made it start asking them. The core shift is from reactive to proactive — instead of waiting for you to query your data, ProcuHelp now surfaces things you should probably know about without you having to think to ask.
Spend anomaly detection monitors your vendor spend patterns and flags deviations that warrant attention. This covers three categories. First, unusual invoice amounts — where a vendor's charge is meaningfully higher or lower than their established pattern. Second, price increases — where a renewal has come in above the contracted rate or above what the platform would expect based on historical data. Third, new vendor appearances — where spend is recorded against a supplier that has not been formally onboarded through ProcuHelp, which often indicates shadow spend or a procurement process being bypassed.
None of these flags make decisions for you. The AI presents the anomaly, provides the relevant context, and leaves the judgement to your team. We are deliberate about this. AI that takes action without human review in a procurement context creates liability rather than reducing it.
Contract risk highlighting has also been added to the AI parsing workflow. When a contract is uploaded and parsed, the AI now annotates terms that represent potential risk — auto-renewal clauses with short notice windows, uncapped liability provisions, payment terms that differ from your standard, and termination clauses that are more restrictive than typical. These annotations appear alongside the extracted data so your team can focus their review on what actually matters.
Vendor risk scores are now calculated dynamically rather than being set manually. The score draws on spend concentration relative to total managed spend, contract term length, notice period adequacy, onboarding completeness, and review history. A vendor you rely on heavily with a short notice period and incomplete documentation will score differently to a well-documented supplier with a standard agreement, as it should.
January 2026 Stability, accuracy and internal cleanup
January was not a glamorous release month and we are not going to pretend otherwise. After the pace of shipping in the final quarter of 2025, we used January to address the debt that accumulates when a small team ships fast. The items below might seem minor individually. Collectively they represent the difference between a platform that feels reliable and one that occasionally makes you wonder if you can trust it.
Renewal date calculations were standardised across all billing interval types. Contracts and licenses with quarterly, bi-annual, or irregular billing cycles were in some cases calculating renewal dates incorrectly. This is exactly the kind of bug that is easy to miss internally but causes real problems for the teams relying on those alerts. It has been resolved and all affected records were recalculated automatically.
Savings tracking now captures a broader set of lifecycle events. Previously, if a vendor's pricing was updated or a user was removed from a license after a saving had been logged, the change could cause the savings figure to appear inconsistent. The tracking layer now handles these downstream changes correctly.
Notification deduplication was improved. In specific scenarios involving contracts and licenses with overlapping renewal windows, the platform could generate more than one alert for the same event. This has been resolved at the source rather than suppressed at the delivery layer, which is the correct fix.
These are not headline features. But a platform that tracks your supplier spend and renewal dates only earns trust if the numbers it shows you are correct and the alerts it sends you are reliable. January was about making sure that is true.
November 2025 Renewal calendar
The renewal calendar is one of those features that sounds straightforward and turns out to matter more than expected once teams start using it. The individual renewal alerts on contracts and licenses had been available since launch. What was missing was a single view that showed everything coming up at once — not just one contract's next renewal date, but the full picture of what needs attention across your entire supplier operation over the coming weeks and months.
The unified renewal calendar pulls together contract renewals, license renewals, and any custom reminders you have set into a single chronological view. It is filterable by vendor, category, and date range. More practically, it exports directly to Google Calendar, Outlook, and Apple Calendar, so the people who need to act on renewals — not just the people who manage ProcuHelp — can see them in whatever tool they actually live in day to day.
The calendar view also changed how we think about the platform's job. Renewal management was always central to what ProcuHelp does. But seeing all your upcoming renewals in one place makes a different kind of argument than seeing them buried in individual vendor or contract records. It makes the stakes visible. Teams that have used the calendar consistently report catching renewals they would previously have missed — not because the alert did not exist, but because the consolidated view made the urgency legible in a way that individual record-level alerts do not.
October 2025 Task management
Task management launched in full this month, and it represents a shift in how ProcuHelp fits into a team's day-to-day work. Up until October, the platform was primarily a place you went to check things — renewal dates, vendor details, contract status. Task management makes it a place where work actually gets done.
The core of the feature is a kanban board structure with configurable columns that map to your team's workflow. Tasks can be created manually, generated from a contract or vendor action, or assigned as part of an onboarding checklist. They carry due dates, assignees, priority levels, and links back to the relevant vendor, contract, or license record so context is never more than one click away.
Approval workflows are built into the task layer. When a contract needs sign-off, a vendor onboarding step needs confirmation, or a purchase decision needs a second set of eyes, the task workflow handles the routing without the approver needing to be in ProcuHelp to understand what they are being asked to do. Notification emails carry enough context to make the decision.
Onboarding checklists are a specific application of the task system that we think will prove particularly valuable. When a new vendor is added, a standard checklist of onboarding tasks can be generated automatically — document collection, risk assessment, ERP record creation, contract execution, and so on. Nothing falls through the gap because someone forgot a step.
September 2025 Platform design decisions
September marked the most significant change in how ProcuHelp presents itself since launch. The original structure of the platform was organised around renewals. Contracts and licenses were the primary objects, and vendor information was secondary context attached to those records. That made sense in May when renewal tracking was the whole product. By September, with vendor documents, vendor detail pages, and a growing set of vendor-specific features, it no longer reflected how teams were actually using the platform.
The redesign reoriented the information architecture around vendors as the primary object. A vendor profile is now the anchor from which everything else hangs. Contracts, licenses, documents, renewal dates, spend history, and eventually reviews and risk scores all live under the vendor record rather than existing as independent registries that reference a vendor in passing. This is not just a cosmetic change — it changes the mental model the platform asks of its users, and that mental model is much closer to how procurement teams actually think about their supplier relationships.
Navigation was simplified significantly. The sidebar was restructured to reflect the new vendor-first hierarchy. The dashboard was rebuilt to lead with vendor status rather than a calendar of upcoming renewals, though the renewal view remains prominent because those deadlines still matter. The overall visual direction became cleaner and denser, removing decorative elements that had been added during early development and replacing them with information.
The redesign also laid the technical foundation for everything that has shipped since — the vendor portal, the purchase request flow, and the AI features all required the vendor-centric data model that this release established.
August 2025 Vendor detail pages, document tracking and ERP sync
August was the month vendor management became real. In July we had the beginnings of structured vendor records. In August we built them into something a procurement team could actually work from day to day.
Vendor detail pages launched with a full view of everything ProcuHelp knows about a supplier. Contacts, contract associations, license associations, document storage, spend summary, and renewal timeline all visible in one place. The goal was to answer the question every procurement manager has been asked at least once: "What is our relationship with this vendor?" Previously that answer required opening multiple tabs, searching through email, and probably asking a colleague.
The vendor detail page makes it answerable in seconds.
Document tracking was added to allow any file to be attached to a vendor record — NDAs, MSAs, insurance certificates, statements of work, due diligence reports, whatever your team needs to keep. Files are versioned so you always know which copy is current, and access is controlled by role so sensitive documents are not visible to everyone in the workspace.
ERP integration launched in its first form with Exact Online and AFAS. These two integrations pull vendor master data directly from your ERP so you are not manually maintaining the same supplier records in two systems. The sync is configurable so your team can decide which direction data flows and how conflicts are resolved.
July 2025 Vendor records and document foundation
The first version of vendor management appeared in July, and it was deliberately minimal. A vendor record had a name, category, some basic contact fields, and the ability to attach documents and link to associated contracts and licenses. That was it. No risk scores, no spend tracking, no complex data model.
The decision to ship minimal was deliberate. We had seen enough procurement software demos to know that platforms which try to capture everything about a supplier upfront create so much friction during setup that teams never complete their vendor records properly. A vendor record that exists with basic information is more useful than a perfect template that nobody fills in. We wanted teams to start building the habit of keeping vendor information in ProcuHelp before we added complexity.
The document attachment capability was the most practically useful thing in this release. Having a place to store the NDA and the MSA alongside the vendor record — rather than in a shared drive folder that someone has to go and find — turned out to be immediately valuable for the early users who tested the feature. It also surfaced an insight that shaped everything that followed: the document is often the most important thing about the vendor relationship, and the renewal date inside that document is what everyone is really trying to track.
June 2025 Contract management and AI parsing
Contract management launched in June and immediately changed the scope of what ProcuHelp is. License tracking handled software subscriptions with relatively structured data a tool name, a cost, a renewal date. Contracts are messier. They come as PDFs of varying quality, drafted by different parties, covering wildly different commercial arrangements. Making them useful inside a platform requires either a lot of manual data entry or something smarter.
We shipped AI parsing at the same time as the contract registry, which in retrospect was the right call. The parsing workflow lets you upload any contract PDF and have the key information parties, effective date, contract value, notice period, auto-renewal clause, governing law extracted automatically and mapped to structured fields. The extracted data is always presented for review before saving, because AI makes mistakes and a contract management tool that gives you wrong renewal dates is worse than one that asks you to confirm them.
The renewal system from license tracking was extended to cover contracts. The logic is the same, ProcuHelp tracks notice periods and generates alerts at configurable intervals before a renewal date but contracts introduce additional complexity. A 90-day notice period on a multi-year contract with an auto-renewal clause needs different handling than a monthly software subscription, and the system now handles both.
Contract management also added the first version of contract versioning, tracking which file was uploaded when and by whom.
May 2025 First release — license tracking
ProcuHelp shipped for the first time in May 2025 with a single capability: license tracking. The premise was simple and the implementation matched it. Every software tool your company pays for regardless of whether it is a per-seat SaaS subscription, an annual enterprise agreement, or a usage-based contract needed to be in one place with its renewal date visible and alerts set before that date arrives.
In the first version, licenses were added manually. You entered the tool name, the vendor, the cost, the number of seats, the billing interval, and the renewal date. That was the whole data model. There was no import, no integration, no AI. Just a clean form and a structured record.
The renewal system was the most considered part of the initial build. We had seen too many teams miss a renewal not because they did not care but because the only thing reminding them was a calendar invite someone had created eighteen months ago and no longer remembered. ProcuHelp's renewal tracking was built to be persistent and configurable — you could set alerts at multiple intervals and have them go to multiple people, so no single point of failure existed in the reminder chain.
Excel import was in development at launch but not yet stable enough to ship. It came shortly after, allowing teams to bring their existing license inventory into ProcuHelp from wherever they had been tracking it before — which, for most teams, was a spreadsheet maintained by one person who was usually also the person most likely to be on holiday when a renewal came up.
The first release was small by design. We wanted something that worked reliably for one problem before expanding to the next. That focus shaped how we built everything that followed.