Overview
Manually reviewing contracts and entering details can be tedious and time-consuming. Tropic’s Automated Data Extraction makes it easier by using AI to pull key details from your documents, so you can complete contracts faster with less effort. AI handles the heavy lifting, making it easier to keep contracts organized and accurate.
If you create contracts from a Tropic Request, this feature helps you move faster and stay organized, without sacrificing accuracy.
💡 Want a quick walkthrough? See AI Powered Data Extraction in action with our interactive demo below: 🎥
Note: For an enhanced viewing experience, click the expand icon in the top-right corner of the demo to enlarge the screen.
Click Start Demo or Play (top right corner) to begin the demo.
Step By Step Demo
Tip: You can navigate back and forth between steps by positioning your mouse at the bottom of the demo screen. A progress bar will appear, allowing you to jump to different steps as needed.
How It Works
Follow These Four Easy Steps to Create a Contract
1. Upload or Select a Document
- Upload a new file or choose an existing document from the request.
- If you're using an existing document, AI has already scanned it—so no extra wait time!
📌 Important: When uploading documents, avoid including payment information as it will be accessible by all users in your organization. If you need to include payment details in a document, we recommend uploading the document to a service like Google Drive, Dropbox, or OneDrive and providing the document URL here to limit access to the data.
2. Review AI-Extracted Metadata
- AI scans your document and pulls out key contract info, including Contract Value, Start Date, End Date, Signed Date, Currency, Payment Method, Payment Terms, and Billing Frequency. You’ll see suggested values for each field, allowing you to quickly review and confirm accuracy.
- Instead of checking each document one by one, you’ll review by field, making the process much faster. If a value looks incorrect, you can manually adjust it before moving forward.
3. Resolve Any Conflicts
- If AI detects conflicting values across different pages, you’ll see a side-by-side comparison.
- Simply select the correct value before moving forward.
4. Finalize Your Contract
- AI fills in as many fields as possible, but you can add anything missing, including custom fields.
- Once everything looks good, hit Save, and you’re done!
Important Considerations
- To use this feature, your workflow must include the Add Contract Record task. If this task is not part of your workflow, AI-powered metadata extraction will not be available.
- AI currently extracts eight predefined fields—if you need custom fields, you can add them manually.
- If you upload a new document, AI will scan it in real time (usually under 60 seconds). If you select an existing document, scanning has already been done, so you skip this wait time.
📌 You can also access this Add Contract task from:
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- Action Center
- The Purchasing Portal
- The link in your email or Slack notification
AI Transparency & Security
We take security seriously. Tropic follows strict GenAI policies to protect your data:
- Google Document AI does not use customer data for model training. If you'd like to learn more, you can view Google’s security policy here. At Tropic, we may use customer data to train and refine our internal AI models to improve accuracy and performance. However, your data remains private and is not used to train external AI models.
- ✅ Your documents remain private and are used only within Tropic.
- ✅ No risk of proprietary contract details being exposed to external AI models.
- ✅ Tropic complies with strict data security and privacy policies to ensure responsible AI usage.
- Your extracted data stays secure and is used only within Tropic.
Additional Resources
For more training guides and documentation, please visit our Help Center!