DOC // AIQ-EC-001REV / A
●SOLUTIONSHEET 11 / CONTRACTS
§ Solution · Operations & collections
Your contract portfolio as an actionable dashboard/
"What to do today, when, and with whom — no parallel Excel, no manual reminders, no review meetings."
For consulting firms and staff-augmentation companies that bill quarterly through portals like SAP Fieldglass. Turn your active contract portfolio into a prioritised list of operational actions, each with a clear owner and next step.
0
Forgotten contracts
No contract misses the service-proof window due to human oversight. The alert appears when action is required, not after.
4-8 hrs
Weekly hours recovered
Reviewing sheets, calculating quarters and assembling pending lists drops to zero. The operational view assembles itself.
20 → 500
Contracts in parallel
The same scenario handles a small or a large portfolio. The structure scales without rewriting anything.
§01 · The problem
It's not selling — it's keeping the chain intact
If you sell hours, days, or consultants and you bill quarterly through a portal, selling isn't the problem. The problem is keeping the chain intact between signing the contract and the money landing in your account.
| Break point | Today (manual) | With automation |
|---|
| Service proofs | Expire with nobody approving them | HIGH alert in the ±15-day window |
| SAP invoicing | SAP doesn't release, nobody escalates | Formal claim triggered automatically |
| Client collections | Delinquency detected late | Account exec notified the same day |
| Instalment plan | Instalments generated by hand, with errors | Full plan in minutes per contract |
| Visibility | Everyone has their own parallel Excel | One shared prioritised list |
§02 · Who it applies to
Four types of team
01
Consulting & professional services
That bill quarterly or per project through portals like SAP Fieldglass, SAP Ariba, or other corporate procurement systems.
02
Staff augmentation & body shop
With 10 to 200+ active contracts at once, each contract with its own cycle of instalments and validations.
03
PMOs & Operations teams
That currently track everything in a master sheet and spend hours each week reviewing what's expiring, what's pending invoicing, what claim needs filing.
04
Recurring-service sales teams
Where the front-office (account execs) need to know what action to take without constantly requesting reports from finance.
If your business depends on an external portal where you upload contracts and service proofs, and money only arrives when everything is approved and correctly invoiced — this is for you.
§03 · What it automates
Three mechanisms, one operational view
MECHANISM 01
Quarterly service-proof window
Every active contract needs a service proof approved within a ±15-day window around quarter-end. Miss it and invoicing freezes.
The scenario calculates how many days remain until close and, when a contract enters the critical window, generates a HIGH alert to the responsible executive.
You stop discovering the problem when it's already too late. The alert appears exactly when action is needed.
MECHANISM 02
Automatic instalment-plan generation
Every new contract needs a quarterly billing plan: how many instalments, on what dates, for what amount. The first instalment is prorated by days elapsed in the quarter; subsequent ones are full quarters on the net daily rate.
The scenario detects contracts without a plan, calculates the rate, generates one row per instalment, and marks the contract as processed.
A new contract gets its full plan loaded in minutes. No calculation errors, no forgotten instalments.
MECHANISM 03
SAP-status monitoring and differentiated actions
The scenario cross-references each contract with its current SAP status and applies rules to decide the right action. Four independent routes depending on where the collection got stuck, each with its own owner and priority.
No more chaotic inbox. Every collections issue has an owner and a clear next action.
Mechanism 03 · SAP monitoring routes
| State detected | Action generated | Owner |
|---|
| SAP didn't invoice / didn't release commission | HIGH Open formal claim in the portal | PMO / Operations |
| Client overdue or partial payment | HIGH Direct contact from account exec | Sales |
| Pending docs (PO, credit note) | MEDIUM Validate internal document | Operations |
| Contract currency ≠ invoice currency | MEDIUM Escalate to internal team (BRL / AWP) | Internal team |
§04 · How it works
The technical stack
The solution runs on your existing stack. No migration, no new software. All calculation logic lives inside the scenario — the spreadsheet stays clean, with no formulas to break.
| Google Sheets | Multi-sheet central database: DB_CONTRATOS_HEADER, DB_PLAN_FACTURACION, DB_FACTURAS_SAP, VISTA_OPERATIVA |
| Make.com | Orchestrator. A single scenario with a multi-route router — one route per mechanism, sub-routes per issue type. |
| Calculation logic | Variables computed dynamically: net daily rate, current quarter-end, days to close, days elapsed in the first quarter. No formulas in the sheet. |
| Instalment iterator | Automatic generator that creates N plan rows per contract, prorating the first instalment and marking the contract as processed when done. |
| SAP Fieldglass | The portal where invoice status is loaded. Sync with the DB_FACTURAS_SAP sheet can be manual, semi- or fully automated depending on the case. |
| Execution | Manual (one click at quarter-close or when loading new contracts) or scheduled (daily at 8 am for a continuously updated view). |
Make.com
Google Sheets
SAP Fieldglass
Multi-route router
Instalment iterator
No migration
No new software
§05 · Concrete benefits
What changes for your team
TIME
4-8 weekly hours → 0
Reviewing sheets, calculating quarters and assembling pending lists ceases to exist as a task. The operational view updates itself.
COLLECTIONS
Claims at the exact moment
Claims to SAP and to clients are triggered when they should be, not days later. Every day of delay is money stuck.
VISIBILITY
One list, every level
Owners, managers and execs see the same prioritised list of what to do today. Zero ambiguity about who does what.
CONTINUITY
Zero stack change
You keep using Google Sheets and SAP Fieldglass as before. No migration, no training the team on new software.
SCALE
Works the same with 20 or 500
The same scenario handles a small or a large portfolio. The structure adapts without rewriting anything.
TRACEABILITY
Auditable history
Every alert is logged with date, contract, issue and action. Useful for audit and for analysing patterns (how many contracts get stuck in SAP per month?).
§06 · Implementation
Three steps, two weeks
01
Diagnostic
~ 1 hour
We review your current portfolio, the invoicing states you handle, and define the rules for each alert. Output: a clear map of what to automate.
02
Configuration
3 to 7 days
We adapt the sheets, calculation variables and routing criteria to your business model and billing portal.
03
Testing & handoff
~ 2 days
We run tests against real contracts, validate calculations against your numbers, and hand off the system running, documented, and ready for your team to operate.
§07 · Requirements
What you need beforehand
- → A Google account with a structured contract sheet (or the appetite to build one with us during onboarding).
- → A Make.com account (Core plan is enough to start, depending on contract volume).
- → Access to the portal where invoice status is loaded (SAP Fieldglass or other) — updating the
DB_FACTURAS_SAP sheet can be manual, semi- or fully automated depending on the case.
- → A clear definition of the invoicing states you want to monitor and what action corresponds to each.
If you don't yet have the master sheet structured, or you want to add automatic SAP sync, we build it as part of onboarding.
Tracking contracts by hand in a spreadsheet?
Book a call and we'll show you the system running on a real contract-portfolio case. The first conversation is to understand your portal, your invoicing states, and your rules — and send you a concrete proposal.
END OF SHEET 11
ai-q.fit · contract control
© 2026 · Dr. Federico Andino