Recurring billing and renewal dates, read from the signed agreement and checked against what's running.

A commercial agreement for monitoring, inspection, service or a cloud subscription names the services, the sites, the monthly or annual charge, the term, how it renews and what notice either side owes. Someone in billing reads it, sets up the recurring lines, enters the renewal and rate increase dates, and months or years later has to remember the renewal notice.

In the proof of concept, AI does the reading from copies: it turns each service into a draft recurring line, sets out the term, renewal, notice and price change dates, and compares them with the monitoring center's account list and the license reports you export. Nothing is billed, sent or changed.

Renewal clauses carry their own notice rules. If an agreement falls under New York's General Obligations Law section 5-903, which covers contracts for service, maintenance or repair to real or personal property, its automatic renewal can't be enforced unless the provider sends written notice, in person or by certified mail, 15 to 30 days before the customer's deadline to cancel; renewal periods of a month or less are exempt. Wisconsin's section 134.49 reaches business service contracts. One that renews automatically for more than a month needs the renewal terms disclosed at signing, on a separate signed form or initialed in the contract, and where both the first term and the renewal run past a year, a reminder 15 to 60 days before the deadline, which may go on the first page of a monthly invoice in bold type of at least 12 points. Under both, a missed notice leaves the renewal clause unenforceable. The draft lists each agreement's state, clause and window; whether a law applies is your counsel's call.

Billing lives on the site and the system. In SedonaOffice, for example, cycle invoicing bills the active recurring lines on each customer's Site or System records, and the cycle report is checked before posting, because a wrong line means deleting the cycle, fixing the line and running it again. The Company Rate Change program's Recurring Renewal Dates method picks lines by their Renewal date, Rate Increase date and an optional Override percentage, then moves both dates forward, and an RMR Escalation code can attach a schedule of increases by renewal number. The draft fills those values from the agreement for your billing lead to check against what was keyed.

One customer, many buildings. SedonaOffice's Master Accounts group subaccounts, each with its own sites and systems, and each recurring line is flagged to bill the master or the subaccount; the help pages use a property management company and its tenants as the example. Invoice Groups hold lines billed on another schedule, such as in arrears. Canceling a customer stops all of its lines on the effective date, but one who drops monitoring and keeps service is handled line by line. The draft names the account, group and site for each service, in the agreement's own words.

Cloud terms don't follow the contract. Verkada licenses co-term to one expiration date for the whole organization, a weighted average of the licenses claimed, with each product weighted by its license MSRP, so adding cameras mid-term moves the date for every device. Genetec requires Genetec Advantage, its software maintenance agreement, on new Security Center systems, with coverage of one to five years. Where your agreement promises a cloud or software term, the draft compares it with the license report you export and flags the gap.

What your reviewer will watch: a service billed that the agreement doesn't list, an account at the monitoring center with no billing line, a line still billing after a cancellation, increases the agreement doesn't allow, renewal dates that drift from the signed term, and notice dates for states with renewal rules. Call lists, passcodes and zone details come out of the copies before they move, and the draft never needs them.

After your reviewer's yes, the same job runs for about 30 days on agreements as they are signed, renewed or amended.

Your billing lead approves every recurring line and every notice before anything is keyed or sent, and nothing is canceled or changed without a person.

The live job's fixed price is settled before you sign. Whatever follows gets a price of its own, and monthly support begins when that job goes live.