Overview

Keeping license cost data up to date is essential for making informed decisions about renewals, rightsizing, and vendor negotiations. However, manually entering those costs can be time-consuming and error-prone.

Torii’s Contract Line Item Autofill feature eliminates that manual work by extracting license quantity and cost details directly from uploaded contracts and surfacing them during license editing. For example, when a procurement manager uploads a contract for a Zoom subscription, Torii will automatically identify the relevant line items and enable one-click population of the license data—without the need to dig through PDFs or spreadsheets.

This turns static contract documents into actionable data, embedded directly into your license management process — improving accuracy, saving time, and unlocking powerful cost insights.

What the Feature Does

This feature allows you to:

• Populate license data (quantity and cost) directly from contract line items. Note that Torii will automatically extract these line items using AI when you upload a contract PDF or send it via email. 

• Preview the contract while editing license information, giving full context to every license entry.

• Automatically annualize non-annual costs to standardize license calculations.

• Track cost savings opportunities using accurate, contract-driven license data.

How to Populate License Data from a Contract

1. Upload a contract
   Upload the contract manually or send it via email. Torii will automatically extract contract line items using AI. You can also add or edit line items manually if needed. We recommend reviewing the extracted data to ensure better accuracy.

2. Edit license data
   For connected integrations, Torii will prompt you to edit license data immediately after the contract is saved. Click “Yes” when prompted.

   You can also edit license details at any time later. As long as the contract includes contract line items, the data will be available for use during license editing.

3. View the Edit Licenses page
   The Edit Licenses page will open. The newly created contract will appear selected in the contract dropdown at the top of the page, and a preview of the contract will be shown in the right-hand pane.

4. Use the Auto-fill button
   Next to each license row, you’ll see an Auto-fill button. Click it to open a dropdown with a list of available contract line items (CLIs), each showing the description, quantity, and annualized cost.

5. Select a contract line item
   Choose the relevant CLI from the list. License fields—such as quantity and cost—will be populated automatically based on the selected line item.

   Note: If the Total licenses field is already populated from an integration (API), it cannot be overridden with CLI data.

6. Review and adjust if needed
   Once the data is populated, you can manually edit any of the license values as needed. 

Note: Changes made via Auto-fill are a one-time action and do not create a live link to the contract.

Best Practices

• Use CLIs for high-value apps first: Focus on apps with the highest spend or complex license structures.

• Always review line item names and license names manually before matching, to ensure accuracy.

• Make manual adjustments if needed: Auto-fill is a one-time action and fully editable after population.

• Use the feature early in the renewal cycle: Starting 120 days before contract end dates gives ample time to assess savings opportunities.

Benefits

• Faster license entry – Reduce the time and effort required to input licensing data.

• Higher data accuracy – Reduce human error by pulling directly from the contract source.

• Cost visibility – Make smarter decisions with accurate license costs tied to real contract terms.

• Enable Rightsizing – Leverage usage data and license costs together to drive savings.

FAQ

Q: Can I match multiple contract line items to a single license?
A: Not at this time. Each license can only be populated from a single contract line item within one contract. Cumulative population from multiple line items or contracts is not supported.

Q: Is the connection between licenses and contract line items dynamic?
A: No. License data is populated as a one-time action. If the contract or line item is updated later, the license data will not update automatically.

Q: What if a license field is already populated from an integration?
A: If the Total Licenses field is synced via API from an integration, it cannot be overridden using CLI data. Other fields, like unit cost, can still be updated.

Q: Will Torii automatically match contract line items to licenses?
A: Not yet. Because license names and contract line item descriptions can vary, Torii gives you full control to manually select the most accurate match. This ensures that your license data reflects your contracts exactly as intended.

Q: Can I use this feature for non-integrated apps?
A: Yes, if license data has been manually imported and a manually created app account exists in Torii.