Overview
Savings Intelligence lets you log and track savings directly in Tropic after using tools like price benchmarks or negotiation playbooks to manage a negotiation. Instead of tracking outcomes in spreadsheets, you can capture them in Tropic. Your savings roll up into a performance dashboard where you can view totals, track progress toward goals, see who's contributing, and export data for reporting.
Step-By-Step Demo
Permissions
Who can log savings:
- Org Owners
- Contract Owners
- Department Admins
- Assigned users
Who can view the Savings Performance Dashboard:
- Org Owners
- Platform Managers
- Department Admins (for contracts in their department)
Who can configure the Log Savings workflow task type:
- Org Owners only
If you don't see an option to log or view savings, your role may limit your access. Contact your Org Admin if you think you should have access.
How Savings Tasks Are Created
Log Savings tasks are created in two ways:
- Through a purchase workflow: when your org adds a Log Savings task as a step in a workflow template. See Adding a Log Savings Task to a Workflow for setup instructions.
- Automatically by Tropic: when you view intelligence for a supplier and a related contract event occurs, such as a contract reaching its end date, a new contract being uploaded, or 30 days after no supplier activity.
For automatically triggered tasks, there is no time limit on intelligence access — if you accessed Tropic intelligence for a supplier at any point in the past, a task may still be created when one of these events occurs.
Tasks appear in your Action Center and are assigned to users involved with the supplier or contract. If a task is assigned to multiple people, only one submission is needed.
Adding a Log Savings Task to a Workflow
As an Org Owner, you can add a Log Savings task to any org-managed purchase workflow template. This makes savings capture a built-in step in your process rather than something that happens separately.
To set it up:
- Go to Settings → Purchase Workflows and open the workflow you want to update.
- Add a new task and set the Task Type to Log Savings.
- Name the task, add any instructions, and assign it to the right person.
- Place it in the Savings Review stage so it appears at the right point in your workflow.
- Set a trigger, typically after Add Contract Record is completed.
- Click Add Task.
Once set up, the task opens automatically when a request moves through that workflow and works like any other task in the process.
For general guidance on adding and configuring tasks in a workflow, see Adding a Task to a Workflow.
How to Log Savings
From a task
Open the Log Savings task in your Action Center under Upcoming Tasks, or find it in the Open Savings Tasks section of the Savings Performance Dashboard.
From the task, you can reassign it, change the due date, or copy a link to share it. When you're ready, choose one of the following:
- Log Savings: you're ready to submit now
- Decision Still Pending: you need more time; this reschedules the task to a later date
- Just Browsing: you were exploring intelligence and don't have savings to log
If you select Log Savings, complete the form:
- Savings Owner — select the teammate who should receive credit for these savings
- Did you save money or gain value? — select Yes or No
- If Yes, fill in:
- Starting Value: the originally quoted price
- Ending Value: the price you agreed to (may pre-fill from the contract)
- Total Savings: calculated automatically; you can edit this if needed
-
What result did you achieve? — select one or more:
- Cost Reduction
- Value Enhancement
- Cost Avoidance
- Termination
- If you select more than one, distribute the total savings amount across each type.
- Did Tropic's intelligence or other tactics help? — select all that apply: Price Benchmark, Negotiation Playbook, Supplier Intelligence, Tropic Expert Advice, Competitive Offers, Internal License Audit, Other Tactics
- Add any notes or supporting documents if helpful
If you select No, confirm that no savings were realized.
Only one savings entry can be logged per contract.
Manually
You don't need a task to log savings. Manual logging is useful when there's no automatic task — for example, if you decided not to renew a contract, walked away from a supplier after reviewing pricing, or want to backfill savings.
You can log savings manually from:
- A contract page — click Log Savings or View Savings
- A supplier page — go to the Overview tab and find the Savings section
- The Savings Performance Dashboard — click + Log Savings
When logging from the dashboard, you'll select a supplier and contract. If no contract exists yet, you can enter a start and end date instead.
Whether savings were logged through a task or manually, they appear as savings records on both the contract and supplier pages.
The Savings Performance Dashboard
The Savings Performance Dashboard gives you and your team a full view of savings captured across your organization. You can access it from Reports → Savings Performance, or from the View All Savings Performance button on the homepage.
The dashboard has two tabs: Savings Summary and Leaderboard.
Savings Summary
At the top of the page, you'll see key metrics for your selected timeframe:
- Total Savings: all savings logged across your org, with an average savings percentage
- Total Spend: completed purchases within the period
- Upcoming Savings: estimated savings from upcoming renewals
Clicking the subtitle on most metrics filters the full page so you can see what's behind each number.
Below the metrics, you'll find:
- Savings Progress: a progress bar showing how close you are to your savings target. Click Edit target to set or update your goal.
- Savings Pipeline: a funnel view breaking down your total savings potential into four stages: Upcoming Savings, Pending Savings, and Logged Savings.
- Savings by Tactic: a chart showing savings broken down by the intelligence type that contributed, such as Price Benchmark, Negotiation Playbook, or Supplier Intelligence.
- Upcoming Savings Opportunities: surfaces upcoming renewals where savings may be possible. Add your contracts in Tropic to see potential savings populate here.
- Top 3 Savings: your three highest-value savings records for the selected period.
- Achievements: a preview of badges earned by your team, with a link to the full Leaderboard.
- Logged Savings: a full table of submitted savings records. Sort by column, search, show or hide columns, and click any row to see the full details. Use Export to download the data.
- Savings by: breaks down savings by Type, Department, or Purchase Category. Use the tabs to switch between views.
- Open Savings Tasks: all pending Log Savings tasks across your org, with supplier, open date, due date, and assignee. Click View Task to open one directly.
- Savings Monthly Breakdown: savings over time, broken down by month.
- Use the Filter panel to narrow results by timeframe, intelligence source, contract owner, renewal type, savings type, and more. Filters apply to everything on the page.
Leaderboard
The Leaderboard tab shows savings contributions by person and tracks badge progress for your team.
Individual milestones lists each user's rank, average savings percentage, total savings, contracts, and benchmarks. Click View Details on any row to see a breakdown of that person's savings and badges.
Team milestones shows badge progress at the org level across two tracks:
- Savings Total: based on number of submissions (Rising Star through Master Negotiator)
- Savings Records Submitted: based on cumulative savings dollars (Savings Starter through Ten Million Club)
Earned badges appear in full color; badges in progress appear in grayscale with a progress indicator. You can also see your own badges in your profile under Achievements. When you earn a badge, a congratulations modal appears and LinkedIn-ready badge assets are available to download.
Tropic-Logged Savings
If your organization works with Tropic on managed negotiations, you'll see savings records in your dashboard that Tropic logged on your behalf. These records are visible to your team but cannot be edited or archived by org users.
If you need a Tropic-logged record to be updated, message the Commercial Executive (CE) directly on the associated request.
FAQs
Q: When does Tropic create a savings task automatically? A: When you've accessed Tropic intelligence for a supplier and a related contract event occurs — like a contract reaching its end date or a new contract being uploaded. There's no time limit on when intelligence was accessed.
Q: Can I log savings without a task? A: Yes. You can log savings manually at any time from a contract page, supplier page, or the Savings Performance Dashboard.
Q: Can I log savings from past contracts? A: Yes. Manual logging is available on any contract. Automatic tasks are not generated for past events, but you can always log manually.
Q: Can I change the suggested savings amount? A: Yes. All suggested values can be edited before you submit.
Q: What if I used multiple Tropic intelligence tools? A: All intelligence used is attributed to a single savings entry. Select everything that contributed when you fill out the form.
Q: What's the difference between Organization-Logged and Tropic-Logged savings? A: Organization-Logged savings are recorded by your team after managing a negotiation using Tropic intelligence. Tropic-Logged savings are recorded by Tropic's Commercial Executives when they manage a negotiation on your behalf.
Q: Can I edit a Tropic-logged savings record? A: No. Tropic-logged records are read-only for org users. If something needs to be changed, message the Commercial Executive on the associated request.
Q: Who can see the Savings Performance Dashboard? A: Org Owners, Platform Managers, and Department Admins. Individual contributors can access their savings tasks from the Action Center.
Q: Who can add a Log Savings task to a workflow? A: Org Owners only, through Settings → Purchase Workflows.
Q: Can I update a savings entry after submitting it? A: If you have the right permissions, you can edit an existing record from the contract page, supplier page, or the details drawer in the Logged Savings table.
Additional Resources
For more training guides or documentation, please visit our Help Center.