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05

Track what you pay, split costs across databases, never miss a renewal.

Vendors, agreements, invoices, renewals

Money and contracts are tracked per vendor, because one contract or invoice usually covers several databases. Each vendor page also lists your contacts there, such as the sales rep for renewals, the support desk, and billing, with their email, phone, and notes; add or change them with Edit.

The EBSCO vendor page: account details and annual spend, three contacts with their roles, and the Agreements tab listing an active add-on package and an expired Flipster agreement
A vendor page: contacts first, then its databases, agreements, and invoices.

Agreements

An agreement is a contract, license, or renewal quote. Record the term, annual cost, funding source, and whether it auto-renews, then pick the databases it covers and attach the signed PDF. When it covers more than one database the cost is split evenly unless you enter percentages or amounts. That split is what feeds cost per click in reports.

The Covered databases section of an agreement: six EBSCO databases split by percentage, with each one's allocated share of the annual cost
An agreement split by percentage across the six databases it covers.

Invoices

Record each invoice under the vendor. If it bills against an agreement, link it and the covered databases pre-fill. Mark it paid when the check goes out. Unpaid and overdue invoices show on the dashboard.

Renewals

Renewals shows everything ending in the next 30, 60, and 90 days, plus any expired agreement that still has active databases. Reminder emails go out at the lead times set under Settings → Notifications (90, 30, and 7 days by default), one email per agreement listing every database at stake.

The Renewals page: an expired agreement that still covers an active database, then agreements ending in the next 30, 31 to 60, and 61 to 90 days, each with its cost, status, and the databases it covers
Renewals, soonest first. An expired agreement that still pays for a live database is flagged at the top.

Where it shows up

Every database has a Paperwork tab listing each agreement and invoice that covers it with its allocated share and download links. The vendor page shows the same from the vendor's side, and Agreements & invoices is the searchable list of everything.

The Paperwork tab of NoveList Plus: its allocated annual cost, the EBSCO agreement that covers it with the signed PDF, and the matching invoice
A database's Paperwork tab: its share of each agreement and invoice, with the files.