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DEC-FIN-010 · COST SAVINGS

Simulated demonstration data

Renewal timing can lock in unnecessary cost

Decision: Which renewals should we review first?

Financial impact

$148,000

Annualized

Evidence

Additional Verification Needed

20 source records

Recommendation

Review overlapping contracts and prioritize consolidation by usage, notice deadlines, switching costs and operational risk.

Assumptions, risks & what would change the recommendation

Assumptions

Model starts October 26, 2026
Two-month migration; $6,000 transition expense is illustrative
100% proposed reductions realized in the base case
No overlap with legacy SW-* waste or TC-* infrastructure savings

Key risks

Cancellation penalties
Data migration and retraining
Loss of specialized functionality
Service interruption
Missed cancellation notice deadlines

Would change it

An essential feature may not appear in usage records
Savings depend on replacement quotes and notice acceptance
A signed amendment may change the renewal date

Stress-test this decision Full evidence

A · The Discovery · Original Finding

$148,000

Cost savings · Annualized

SIMULATED DEMONSTRATIONAdditional Verification Needed

Finding ID: DEC-FIN-010
Dataset version: BL-DEMO-2026-10-V1
Analysis timestamp · UTC: 2026-10-28T18:10:00Z
Calculation version: BL-FIN-V1

Procurement · Accounting · Usage · Department budgets

The Business Question

Which renewals should we review first?

B · What the ERP Shows

Accounting

Recurring invoices paid

Procurement

Approved active contracts

Department budgets

Spend within approved limits

Usage

License utilization differs by team

C · What Decidian Connects

Vendor contractsDepartment budgetsInvoicesLicense usageRenewal termsSavings opportunity

20 fictional source records · stable identifiers

View detailed evidence

Record ID	Source system	Original values
CON-VC-01	Procurement	vendor Id: VC-01 annual Cost: 96,000 renewal: 2026-12-15 notice Days: 30 penalty: 12,000 capability: Reporting & analytics
INV-VC-01	Accounting	vendor Id: VC-01 period: 2026-09 amount: 8,000
USE-VC-01	Usage	vendor Id: VC-01 purchased: 80 used: 42 annual Avoidable Cost: 38,000 method: Proposed vendor quote after seat reduction and capability consolidation
BUD-VC-01	Department budgets	vendor Id: VC-01 department: Marketing approved Annual: 96,000
CON-VC-02	Procurement	vendor Id: VC-02 annual Cost: 84,000 renewal: 2027-02-01 notice Days: 30 penalty: 18,000 capability: Reporting & analytics
INV-VC-02	Accounting	vendor Id: VC-02 period: 2026-09 amount: 7,000
USE-VC-02	Usage	vendor Id: VC-02 purchased: 70 used: 31 annual Avoidable Cost: 36,000 method: Proposed vendor quote after seat reduction and capability consolidation
BUD-VC-02	Department budgets	vendor Id: VC-02 department: Client Services approved Annual: 84,000
CON-VC-03	Procurement	vendor Id: VC-03 annual Cost: 72,000 renewal: 2027-04-01 notice Days: 60 penalty: 14,000 capability: Reporting & analytics
INV-VC-03	Accounting	vendor Id: VC-03 period: 2026-09 amount: 6,000
USE-VC-03	Usage	vendor Id: VC-03 purchased: 60 used: 24 annual Avoidable Cost: 30,000 method: Proposed vendor quote after seat reduction and capability consolidation
BUD-VC-03	Department budgets	vendor Id: VC-03 department: Technology approved Annual: 72,000
CON-VC-04	Procurement	vendor Id: VC-04 annual Cost: 66,000 renewal: 2027-01-01 notice Days: 30 penalty: 10,000 capability: Workflow & approvals
INV-VC-04	Accounting	vendor Id: VC-04 period: 2026-09 amount: 5,500
USE-VC-04	Usage	vendor Id: VC-04 purchased: 55 used: 28 annual Avoidable Cost: 24,000 method: Proposed vendor quote after seat reduction and capability consolidation
BUD-VC-04	Department budgets	vendor Id: VC-04 department: Client Services approved Annual: 66,000
CON-VC-05	Procurement	vendor Id: VC-05 annual Cost: 48,000 renewal: 2027-06-01 notice Days: 60 penalty: 6,000 capability: Workflow & approvals
INV-VC-05	Accounting	vendor Id: VC-05 period: 2026-09 amount: 4,000
USE-VC-05	Usage	vendor Id: VC-05 purchased: 40 used: 19 annual Avoidable Cost: 20,000 method: Proposed vendor quote after seat reduction and capability consolidation
BUD-VC-05	Department budgets	vendor Id: VC-05 department: Technology approved Annual: 48,000

D · What Decidian Discovers

Reporting and workflow capabilities overlap across Marketing, Client Services and Technology. Some seats are unused. A renewal may commit another year of avoidable expense.

Additional Verification Needed

E · Financial Calculation

$148,000

Cost savings · Annualized

Proposed annual reductions across VC-01–VC-05: 38000 + 36000 + 30000 + 24000 + 20000 = 148000. Full-year illustration: 148000 − 24000 = 124000 before penalties/transition. Actual timing: each vendor saving × eligible months / 12, less costs. Model currently favors Option C.

Baseline decision: Consolidate at renewal

Implementation: $24,000

Penalties: $0 · Transition: $6,000

Modeled first-year net benefit: $72,773

Ongoing annualized benefit: $148,000

Original financial impact is not itself a guaranteed net benefit. Timing, realization and implementation are modeled separately.

Assumptions

Model starts October 26, 2026
Two-month migration; $6,000 transition expense is illustrative
100% proposed reductions realized in the base case
No overlap with legacy SW-* waste or TC-* infrastructure savings

F · Recommendation

Review overlapping contracts and prioritize consolidation by usage, notice deadlines, switching costs and operational risk.

G · Risks and Trade-Offs

Cancellation penalties
Data migration and retraining
Loss of specialized functionality
Service interruption
Missed cancellation notice deadlines

What Could Change This Conclusion?

An essential feature may not appear in usage records
Savings depend on replacement quotes and notice acceptance
A signed amendment may change the renewal date

H · Next Decision

TEST THIS DECISION

Optional review sends these fictional records to the existing Decidian connection; it may take 1–2 minutes.

All findings

Three departments are paying for overlapping software Vendor charges may not match contract terms Technology spending is growing faster than usage Additional client work is reducing profitability Strong campaign metrics can hide low-profit customers Revenue growth is not translating into cash at the same rate Revenue growth is masking declining profitability Renewal timing can lock in unnecessary cost Sales growth forecasts conflict with delivery capacity Active accounts can still need retention attention High-intent leads have slower follow-up Underperforming client contracts Software & vendor waste Sales-to-operations misalignment Delayed collections Contract pricing optimization Improved sales conversion Client retention improvements Resource utilization improvements

Money you could save

$286K

Gross avoidable annual expenses before timing and costs

Money you may be losing

$420K

Unbilled delivery-cost exposure, within $780K total leakage

Money you could make

$1.24M

Gross existing financial opportunities before overlap and realization

Money at risk

$840K

Annual contract revenue exposed, not a forecast of loss

Different financial categories; may overlap and are never added together. All figures are simulated.

What doesn't add up?

Sales forecast

Healthy growth pipeline

Delivery capacity

Limited sustainable staff capacity

Growth may require labor costs missing from the original forecast.

Department budgets

Software spend within limits

Vendor utilization

Capabilities overlap across teams

Budget compliance may mask company-wide savings.

CRM

Customer remains active

Customer experience

Delays, complaints and falling engagement

An active account can still need retention attention.

Neither source must be wrong. The tension becomes visible when their information is considered together.