Contract import Agent

Overview:

The Contract import Agent allows you to automatically create order drafts in Younium by uploading PDF documents such as customer contract, invoices or quotes. Younium uses AI to extract information from your PDF and match it with your existing Younium products and accounts.

How It Works

When you upload a PDF document, the system performs three main steps:

  1. Text Extraction - Reads all text and tables from your PDF document
  2. Intelligent Analysis - Uses AI to identify customer information, products, prices, and dates
  3. Automatic Matching - Matches the extracted information to your existing Younium products and accounts. If no account can be found, a new account will be created.

After analysis, you can review the extracted data, make any necessary adjustments, and submit the order draft to Younium.

Getting Started

Uploading a PDF

  1. Click the Contract Import Agent button, its in the top bar of the Order screen.
  2. Select a PDF contract from your computer
  3. Wait for the analysis to complete (typically 10-30 seconds)
  4. Review the extracted order information in the preview dialog

5. Click Submit to Younium to create the order draft.

What Information Is Extracted?

The system extracts the following information from your PDF:

  • Customer Information

- Company name

- Customer reference or contact person

- Invoice address and email

  • Order Details

- Effective start date

- Effective end date or contract duration

- Currency

  • Products/Line Items

- Product descriptions

- Quantities

- Unit prices

- Total amounts

Product Matching

The system automatically matches products from your PDF to existing products in your Younium catalog. This means that for the feature to work properly, products to match against must exist in Younium.

How Products Are Matched

Products are matched using several criteria:

  1. Product Name - The system looks for products with similar names
  2. Price - Helps identify the correct product when multiple options exist
  3. Billing Period - Monthly, Annual, or One-time charges help narrow down matches
  4. Custom field matching - As an additional option for mapping the Agent can match data in a custom field to data in the PDF. To learn more read below.

Match Status

Each product displays a status indicator:

| Status | Meaning |

| ✓ Matched (95%) | Product found with high confidence |

| ✓ Matched (75%) | Product found with moderate confidence |

| ⚠ Not Matched | No matching product found |

Match Confidence

The confidence percentage indicates how certain the system is about the match:

  • 95-100% - Excellent match, very likely correct
  • 85-94% - Strong match, review recommended
  • 70-84% - Good match, please verify
  • Below 70% - Lower confidence, manual review suggested

Manual Product Matching

If a product isn't matched correctly, you can manually select the correct product:

1. Click the 🔗 button next to the product

2. Select the correct Younium product from the dropdown list

3. The system will automatically update the product information

Custom Field Mapping

Overview

Products in Younium can have custom fields (key-value metadata). The contract Agent uses these as an alternative way to match PDF product names to Younium products when the names don't match directly.
 

Single-Product Match

If a PDF says "Enterprise Package" and one Younium product has a custom field with value "Enterprise Package", the system matches them. The match is case-insensitive but must be an exact string match. 
Any custom field on the product can be used -- there's no restriction to a specific field name.
 
Bundle Match (One-to-Many)
If multiple Younium products share the same custom field value, the system treats it as a bundle:
  • The single PDF line item is expanded into one order line per matched product
  • The price is split evenly across the bundle items
 
Example: PDF has "Enterprise Package" at 3,000 SEK. Three Younium products all have a custom field BundleName = "Enterprise Package". Result: 3 order lines at 1,000 SEK each, each linked to its respective product.
 
Setup
  1. Add a custom field to the relevant Younium product(s) (e.g., AlternativeName, BundleName)
  1. Set the value to the exact name as it appears in the incoming PDFs
  1. For bundles: set the same value on all products that belong to that bundle
No configuration is needed in Contract Import Agent itself -- it picks up custom fields automatically on the next PDF upload

Account Matching

The system also tries to match the customer from your PDF to an existing Younium account.

How Accounts Are Matched

Accounts are matched by:

  1. Organization Number - Exact match if present in the PDF
  2. Account Number - Exact match if present in the PDF
  3. Company Name - Close name similarity (ignoring suffixes like AB, Ltd, Inc)

Match Status

| Status | What Happens |

|--------|--------------|

| ✓ Account Matched | The order will be created under the existing account |

| + Create New Account | A new account will be created in Younium |

Charge Plans and Charges

When a product is matched, the system automatically includes all charges from the product's charge plan.

Understanding the Structure

In Younium, products are organized as follows:

  • Product - The main item (e.g., "Software License")
  • Charge Plan - A pricing option (e.g., "Monthly Plan" or "Annual Plan")
  • Charge - Individual billable items (e.g., "Monthly Fee", "Setup Fee")

Changing Charge Plans

If a matched product has multiple charge plans, you can select a different one:

1. Find the Charge Plan dropdown in the product details

2. Select the desired charge plan

3. The charges will update automatically

Prices

Price Handling

  • Important:* The system preserves prices from your PDF document. This ensures that:
  • Negotiated rates are honored
  • Special discounts are maintained
  • Custom pricing agreements are respected

The prices shown in Younium's product catalog are only used for matching purposes, not to replace your PDF prices.

Date Handling

Effective Start Date

The system looks for dates in this order:

1. Explicit start date or subscription date

2. Order date or purchase date

3. Invoice date

4. Any other date in the document

5. Today's date (if no date is found)

Effective End Date

The system determines the end date by:

1. Looking for an explicit end date

2. Calculating from contract duration (e.g., "12 months" or "1 year")

3. Leaving empty if no information is found

After Submission

When you submit an order, the following is created in Younium:

  1. Account - A new account (if not matched to an existing one)
  2. Subscription - With the extracted dates and terms
  3. Order - Containing all the product line items
  4. Attachment - The original PDF is attached for reference

You can find the created order in your Younium account using the Subscription ID provided after submission.

Tips for Best Results

Use Clear PDF Documents

  • Well-formatted contracts, invoices and quotes work best
  • Ensure text is selectable (not scanned images)
  • PDFs with clear table structures are easier to analyze

Product Naming

  • Products with similar names in your PDF and Younium catalog match better
  • Consistent naming conventions improve matching accuracy

Review Before Submitting

  • Always review the extracted information before submitting
  • Pay attention to low-confidence matches (below 80%)
  • Use manual matching for any incorrect products

Troubleshooting

"No products found"

  • Check that your PDF contains readable text
  • Verify the document has clear product/line item information

Low confidence matches

  • The product names in your PDF may differ from Younium
  • Use manual matching to select the correct product

Missing dates

  • If no dates are found, today's date is used
  • You can review dates before submitting

Account not matched

  • The company name may be different in your PDF
  • A new account will be created automatically