CLM – Spend Management: Budget & Expense Tracking

⚠️ RESTRICTED ACCESS — This feature is exclusively available to certain clients under a specific contractual agreement. If you believe you should have access and cannot see this feature, please contact your Customer Success Manager.

The Spend Management module integrates budget and expense tracking directly into DiliTrust CLM. It allows contract managers to create budgets, associate them with contracts, monitor spending in real time, and receive alerts — all without leaving the platform. This feature is being progressively rolled out in multiple delivery batches.

⭐ Introduction

Managing financial commitments tied to contracts is a daily challenge. The Spend Management module bridges the gap between contract management and financial oversight by embedding budget tracking natively in DiliTrust CLM. From budget creation to threshold alerts and advanced expense exports, each delivery batch brings new capabilities to help you stay in control of your contractual spending.

Below you will find a chapter for each key capability, along with its current delivery status and expected availability date.

View the full feature prototype on Figma (internal access required)

✅ Budget Creation — Delivered: April 22, 2026

You can create budgets directly from the Spend Management interface and associate them with a name, a total amount, and a currency. This is the foundation of the entire module.

How to create a budget

1. Go to the Spend Management section from the main navigation menu.
2. Click the Create a budget button at the top of the table.
3. Enter the budget name, total amount, and select the currency.
4. Confirm to save your budget. It now appears in the budget table and is ready to be linked to contracts.

See budget creation screen in the Figma prototype

✅ Contract-Budget Association — Delivered: April 22, 2026

Once a budget exists, you can associate one or more contracts to it. This links the financial envelope to the relevant contractual documents, enabling tracking of committed and actual spend.

How to associate a contract to a budget

1. Open the Spend Management table.
2. Select the budget you wish to link.
3. Click Associate a contract.
4. Search for and select the contract(s) to link.
5. Confirm the association. The contract is now tracked under this budget.

✅ Budget & Expense Side Panel — Delivered: April 22, 2026

A dedicated side panel is available on every contract document, displaying a real-time list of all budgets and expenses associated with that contract. This gives you an immediate financial snapshot without navigating away from the document.

How to access the side panel

1. Open any contract document in CLM.
2. Click the Budgets & Expenses tab in the right-hand side panel.
3. View the list of linked budgets, associated expenses, and the remaining balance.

See the side panel design in the Figma prototype

⏳ Expense Synthesis & Budget from Document — Planned: June 3, 2026

Two powerful additions are coming in Lot 3 to further automate financial tracking directly from your contracts.

Expense Synthesis by Document

A consolidated financial summary will appear on each contract document, displaying: total budget committed, total expenses recorded, and remaining balance — without requiring manual filters. This gives every user a clear, instant overview of the financial health of a contract.

Budget Creation from a Document

Rather than manually entering amounts, CLM will automatically extract financial data from the contract content and pre-fill the budget creation form. This significantly reduces data entry time and the risk of errors.

1. Open a contract document that contains financial terms.
2. Click Create budget from document in the side panel.
3. Review the pre-filled amount extracted from the contract.
4. Confirm to create the budget automatically linked to this document.

⏳ Threshold Alerts — Planned: June 29, 2026

Automated alerts will notify you when spending on a budget reaches defined thresholds (for example, 80% or 100% of the total budget). This ensures no budget overrun goes unnoticed.

How threshold alerts will work

• Configure alert thresholds directly from the budget settings screen.
• Set one or multiple thresholds (e.g., alert at 75%, alert at 100%).
• Designated users will receive notifications when thresholds are crossed.

⏳ Advanced Filters & Export — Planned: July 1, 2026

The Spend Management table will gain powerful filtering and export capabilities, making it suitable for reporting and audit purposes.

Advanced filtering options

• Filter expenses by amount range
• Filter by supplier
• Filter by invoice date or order date

Export

Once filtered, the expense table can be exported to a structured file format for use in external reporting tools or audit workflows.

✨ Tips & Best Practices

• Create your budgets before onboarding contracts to ensure a smooth association workflow.
• Use clear and consistent naming conventions (e.g., "AFD – Contract 2025 – IT Services") to easily identify budgets in the table.
• Check the side panel regularly on active contracts to monitor spending without switching views.
• Once threshold alerts are available in June 2026, configure them immediately on your most sensitive budgets.
• Keep your expense records up to date so the synthesis view accurately reflects the financial reality.

◾ Limitations & Known Constraints

• Budget creation from a document (auto-extraction) is not yet available — manual entry is required until June 3, 2026.
• Threshold alerts will only be available from June 29, 2026.
• The expense table export functionality is planned for July 1, 2026. Until then, data must be reviewed within the platform.
• The consolidated expense synthesis (without filters) is expected on June 3, 2026.
• API access (CRUD for budgets and expenses) is live but may be subject to ongoing adjustments — contact your CSM for current API status.

❓ Frequently Asked Questions

Can I link one contract to multiple budgets?

Yes. A single contract can be associated with multiple budgets, for example to track different financial envelopes or fiscal years for the same contractual relationship.

Who can create and manage budgets?

Access rights are configured by your platform administrator. Typically, contract managers and finance team members with edit permissions can create and associate budgets.

Will I be notified when the budget is nearly exhausted?

Yes — threshold alerts are planned for June 29, 2026. Once delivered, you will be able to configure automatic notifications at one or more defined spending thresholds.

Can I export the expense data for audit purposes?

Export functionality is planned for July 1, 2026 (Lot 6). Until then, expenses can be consulted within the platform but cannot be exported directly from the Spend Management table.

Does the expense synthesis include all currencies?

The platform supports multiple currencies. Budget amounts and expenses are displayed in the currency defined at budget creation.