How-To: Add a Vendor Agreement

Last updated: October 4, 2024

Background

Lumos helps manage your SaaS applications by orchestrating requests through the AppStore, reviewing accounts through Access Reviews, and systematically removing underutilized/overprivileged licenses through the AppManager. 

We all know that SaaS is pricey, and we want to help you with visibility into your spend reporting & help you act when you need to. The first step of this is getting those vendors (& your agreements) into Lumos!

Steps

1. Click “Add Agreement”. 

In the modal, you'll first be prompted to add a contract (drag and drop or upload). 

After, you'll be shown a configuration page - you will want to add the Vendor, the Start Date, the End Date, and indicate whether it's set up for Auto Renewal. 

Optionally, you'll be prompted to associate an App Instance, which will map this agreement to an app in your All Apps table. You should connect an App Instance if you want to: track savings from license removals in Lumos or if you want to set up License Limit. Another field that's optional is the Opt-Out Date, which is the date by which you can opt-out of a particular contract; add this if you want to set up a reminder to fire off of the Opt-Out date. 

Hit "Continue to Contract Costs" to information about costs and licenses!

2. Add contract costs 💰

Through Lumos, you can model how much individual SaaS licenses cost your organization. This will help you report on your overall spend, identify opportunities to save with exact dollar amounts, and also report on how much you've saved through the tool.

To add costs to your contract, you can click "Add Item". You'll be asked to choose between three different license types:

  1. License: this option is for software licenses that are charged per seat. Selecting this option will allow you to link cost data to license information tracked in Lumos

  2. Fixed Cost: select this option if the line item on the contract is charged at a flat rate. Examples include platform fees, enterprise license agreements, or professional services.

  3. Usage Based: select this option if you don't know how much you'll spend on a given service because it depends on your usage. We recommend adding an estimate for the given period and updating it later based on invoices.

3. [Optional] Link Data to your Contract Costs 💸

If you linked your App Instance data, you'll also see the option to link data ("+ Link Data"). If you haven't linked an app yet, you'll see the option to Connect to Lumos. This will be helpful for tracking removals accurately in Lumos or for setting up license limit alerts. 

Depending on how your app has been set up, you may just want to link those line items to Number of Active Users, which will look at all Active Users assigned to that app. Otherwise, you can select from your list of Entitlements, which may include License types directly pulled via a Lumos integration or IdP groups associated with the app (which also may represent licenses).

4. [Optional] Update your currency 💸

Once you've added a contract, it will appear in the "Managed Agreements" section of Lumos. From here, you can select which currency your contract is stored in.

4. Upload additional files! 🗂

Click "+ Add File" to upload your contracts, invoices, & any additional information that you'd want to reference for this particular Vendor Agreement.

5. You're all set! 🥳

But wait, what's next?

By adding your agreements to Lumos, you can set up Renewal Reminders and License Limit Alerts! Say goodbye to last minute renewals you're woefully unprepared for & say hello to proactive alerting around when you're hitting your license limits 👀