Supplier and contract files For procurement and contract management teams
Every contract.
Managed from tender to exit.
FilePlan 365 gives every supplier contract its own secure file inside SharePoint, from the tender to the final exit report. Due diligence, signed agreements and variations are filed to the contract they belong to, with the right protection, automatically.
Works inside SharePoint
Contract details from your procurement system
30-day free trial
1
Contract details
Contract reference, supplier, value and contract manager, taken from your procurement system.
2
Document types
The same labelled folders for every contract, down the left.
3
The contract’s documents
Everything filed to that contract, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every contract, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right contract file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your procurement system
Contract details arrive automatically
You never retype a contract reference, supplier name or contract value. FilePlan 365 picks up each contract’s details from your procurement system, so a new contract has its file ready the moment it’s awarded.
When a contract changes
A new contract manager, a variation or an extended end date is picked up automatically, so every file stays accurate.
When a contract ends
The expiry or termination date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of contracts up to date from your procurement system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The contract file plan
Every contract organised the same way
Each contract file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Tender and award
Specification, bids, evaluation, award letter
Kept for: 6 years after expiry
2
Due diligence
Financial checks, insurance, policies, certifications
Kept for: 6 years after expiry
3
Contract and variations
Signed contract, schedules, change notices
Kept for: 12 years after expiry
4
Performance
KPI reports, contract reviews, issues log
Kept for: 6 years after expiry
5
Invoices and payments
Purchase orders, invoices, credit notes
Kept for: 6 years after expiry
6
Renewal and exit
Extension notices, exit plan, handover
Kept for: 6 years after expiry
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Supplier and contract files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Supplier and contract files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Supplier and contract files template
Pick “Supplier and contract files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your contract files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your procurement rules and contract standing orders.
Find a contract
Any contract file in seconds
Start typing and FilePlan 365 shows matching contracts straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by contract reference, supplier name or contract manager.
2
Narrow it down
Filter by category, value band, status or end date if you need to.
3
Open the file
Click a contract to see everything filed to it.
People only ever see the contracts and documents they are allowed to see.
Advanced search
Answer questions across every contract file
Tick a few options and FilePlan 365 finds every matching document across all your contracts. Perfect for renewal planning, spend reviews and audit requests.
Renewal planningEvery contract and extension notice ending in the next six months
Supplier reviewAll due diligence and insurance certificates for one supplier
Audit requestEvery signed contract above a spend threshold, in one list
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Contract files are kept for six years after the contract ends, and deeds for twelve. Expiry starts the clock for every document.
Only the right people can see it
Commercial documents are marked Confidential. Pricing and bid evaluations are marked Highly confidential.
Commercial details stay inside
Documents containing pricing or bank details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time chasing paperwork. More time managing suppliers.
One file per contract
Tender, contract, variations and performance, in one place.
Ready on award
New contracts arrive from your procurement system with their file set up.
Renewals without surprises
See every contract and notice coming up for renewal.
Exit handled for you
Retention starts automatically when a contract ends.
Every contract file.
Always in order.
Try the Supplier and contract files template free for 30 days, in your own Microsoft 365 tenant.
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