Business Services
The Assistant reads the contracts and POs your office holds, checks your prices against districts your size and drafts the notice, the fiscal note or the board item while there’s still time to act.
Board questions, renewal notices and vendor quotes all end up in the business office, and each one needs someone to read the fine print. The Assistant does that reading across your POs, contracts and board approvals, then hands you a fiscal note, a letter or a ranked list you can sign off on.
The work
Ask the way you’d ask an analyst down the hall. It reads the files, compares the prices and writes up what it found in your district’s format.
It reads the term, notice and auto-renewal clauses in each agreement, puts every notice date on one calendar and drafts the non-renewal notice or the request for quotes before the window closes.
Try asking
What renews in the next 90 days, and which ones renew on their own if we do nothing?
Attach a vendor’s quote and it checks each line against what districts your size paid, where a peer price exists. On state-contract buys, where everyone should pay the same, it shows you who pays less.
Try asking
Here’s the copier quote. Is each line fair against districts our size?
It matches each PO to its board item, co-op resolution or contract and tracks paid and open amounts against the cap, so you hear about it at 80% with months left to act.
Try asking
How much have we spent under the office-supplies co-op resolution against what the board approved? Warn me at 80%.
Consent items, fiscal impact tables and co-op resolutions come back on your district’s template, with each figure tied to the PO, invoice or contract it came from.
Try asking
Write the fiscal note for the video-conferencing renewal on next week’s consent agenda.
Ask what something cost across every vendor and budget, and it reads the PO lines, the contracts and the clauses behind them, then shows its math and the page each number came from.
Try asking
What did we pay for furniture assembly over the last three years, across every PO, and from which budgets?
Standing work
Watches and routines run on their own schedule, read the systems you’ve connected and put anything that needs you on your Home page.
Needs you
Spending near a board approval, a notice date coming up, contracts stuck in routing, an invoice above the contract rate: each one arrives with its sources and a draft ready to open.
Try asking
On the 15th of each month, draft a request for quotes for every contract that ends in 120 days.
Shared threads
Your buyer can check a price and correct the draft in a shared chat. Only the person who owns the item can approve sending it, and everyone can see who changed what.
Contract files
Upload an agreement or point the Assistant at Laserfiche, and it pulls out the term, cap, auto-renewal and notice period, each linked to its page, before anyone signs.
Try asking
Summarize this services contract before I sign the PO: scope, cap, term, auto-renewal and indemnity.
Your year
Hang routines on the state’s fiscal calendar and your own board dates, and the analysis is ready before each one.
Every board meeting Coming up
Contracts approved, and POs and warrants ratified on consent.
Ed Code 17604
What the Assistant hands you: Fiscal notes, and the PO list for ratification with any price above similar districts flagged.
Any purchase Coming up
Formal bids above $119,100 in 2026, or another legal path such as a piggyback or a co-op.
PCC 20111, 20118
What the Assistant hands you: Past buys of the same item: vendor, price, how you bought it and how long delivery took.
Jul 1 Coming up
Renewals start and blanket POs roll over.
What the Assistant hands you: Contracts that start July 1, with cap, term and notice clause.
Sep 15 Coming up
Unaudited actuals close the books on last year.
What the Assistant hands you: Spend by vendor this year against last, and what drove the change.
Early Oct Coming up
Census Day sets enrollment, and per-student contracts should follow it.
What the Assistant hands you: Contracts that still bill for more students than you counted.
Dec 15 Coming up
First interim report, covering the year through October 31.
Ed Code 42130
What the Assistant hands you: A ranked savings list, with how sure it is about each item.
Feb to Apr Coming up
Notice windows open for contracts that renew July 1.
What the Assistant hands you: A Monday renewals brief, with the notice letters drafted on your letterhead.
Mar 15 Coming up
Second interim report, covering the year through January 31.
Ed Code 42130
What the Assistant hands you: Spending by vendor, updated, with the contracts to look at before next year.
May to Jun Coming up
The May Revision, then the budget adopted before July 1.
Ed Code 42127
What the Assistant hands you: Spending against each board approval before the fiscal year closes.
Try asking
Plain words, the way you’d put it in the hallway. These are requests a business office might hand it in a normal week.
Renewals
What renews in the next 90 days, and which ones renew on their own if we do nothing?
Quotes
Here’s the copier quote. Is each line fair against districts our size?
Approvals
How much have we spent under the office-supplies co-op resolution against what the board approved? Warn me at 80%.
Board
Write the fiscal note for the video-conferencing renewal on next week’s consent agenda.
Analysis
What did we pay for furniture assembly over the last three years, across every PO, and from which budgets?
Contracts
Summarize this services contract before I sign the PO: scope, cap, term, auto-renewal and indemnity.
Purchasing
Staff need wheelchairs. Show every vendor we’ve used, the last price, how we bought it and how long delivery took.
Budget
Make a ranked savings list for the first interim, with how sure you are about each item.
Enrollment
Which contracts still bill us for more students than we counted on Census Day?
Workflow
On the 15th of each month, draft a request for quotes for every contract that ends in 120 days.
Systems
It works from your finance exports, contract files, approval routing, signatures and bid awards. County-hosted finance systems usually connect through a scheduled export, and the Assistant leaves your ledger as it is.
Privacy and security
Platform
We’ll run the Assistant on that kind of contract in the demo, from the clause to the notice letter, and answer your data questions along the way.
