Contract Obligations and Notices Register Agent
The Contract Obligations and Notices Register Agent reads the signed contract, contract data and special conditions and extracts every time-bound obligation: notice periods, programme submissions, guarantees, insurances, key dates and time bars. It turns them into a live register with owners and reminders, and watches minutes and correspondence for events that start the clock, so notices go out on time and entitlements are protected.
Ideal forContracts managers
The difference
From 8-12 hours per contract to set up to 1-2 hours
Your contracts team builds the register in an afternoon, then spends its time acting on notices instead of hunting through clauses for deadlines.
Done by hand
8-12 hours per contract to set up
With the Vanine agent
1-2 hours
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Time bars do not forgive
Under NEC compensation events, JBCC revisions of the date for practical completion and FIDIC claims, a late notice can cost you the entitlement entirely. You are warned before each deadline, not after it has passed.
One register for the whole team
Obligations are spread across the conditions, the contract data and the special conditions. A single live register means site, commercial and project teams work from the same dates.
Guarantees and insurances that do not lapse quietly
Performance guarantees, advance payment guarantees and contract works insurance have expiry and release dates that matter. You are reminded to renew or release them at the right milestone.
Capabilities
Every notice, deadline and time bar tracked, so no entitlement is lost.
Built for project managers, principal agents, contracts managers and commercial managers at South African contractors, developers and consulting practices administering JBCC, NEC, GCC 2015 and FIDIC contracts.
Obligation extraction
Reads the conditions of contract, contract data, special conditions and amendments, and lists every obligation with its trigger, period, responsible party and consequence of failure.
Standard form knowledge
Understands the notice mechanics of the JBCC Principal Building Agreement, NEC3 and NEC4 ECC, GCC 2015 and FIDIC 2017, including early warnings, compensation event notifications and claims notices.
Time bar tracking
Calculates each deadline from its trigger event using the periods and day-counting rules in your contract, and ranks time bars by the entitlement at stake.
Programme and key dates
Tracks programme submissions and revisions, such as NEC clause 31 and 32 programmes, key dates, sectional completion and practical, works and final completion obligations.
Security and insurance monitoring
Records guarantees, retention, insurances and COIDA letters of good standing with their expiry and release dates, and reminds you before each falls due.
Trigger event watch
Scans minutes, instructions and correspondence for events that may start a notice period, such as an instruction, delay or changed condition, and prompts the responsible person to act.
How it works
From your systems to a result you sign off
The agent prepares reminders and notice outlines. Your project manager or contracts manager decides on, signs and issues every contractual notice.
Connect the places your contract records already live.
The signed contract, contract data and special conditions, plus minutes, instructions and correspondence from Aconex, Procore, SharePoint or Outlook. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Aconex
- Procore
- Primavera P6 and MS Project
- Outlook and Teams reminders
Runs daily to check deadlines and trigger events, and on request in Teams, Copilot Studio or OpenAI Frontier, using the models your organisation approves.
A live obligations and notices register in Excel or SharePoint lists, with Outlook and Teams reminders to each owner ahead of every deadline.
Step by step
- 01
The signed contract and contract data are shared with the agent at award.
- 02
It extracts every obligation, notice period, key date and time bar into a register.
- 03
Your contracts manager reviews the register and assigns owners.
- 04
Each day it checks deadlines and scans new minutes and correspondence for trigger events.
- 05
Owners receive reminders ahead of each deadline, with the clause and required content.
- 06
Your project manager or contracts manager signs and issues the notice.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Extract every time-bound obligation"
- contract
- GCC 2015
- project
- Bulk water pipeline
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your contract records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your contract records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your contract records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CONTRACT RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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