Meet Archedata at WFIC 2026
See Kairos and preview what’s next.
11–14 OctoberTivoli Hotel, Copenhagen · Karavanen 8
Every dataset, vendor, contract, invoice and service your firm licenses — sourced, governed, paid and optimized in one integrated system, shared by the teams who do the work.
More services, more ways they are delivered, more contractual terms to understand, and overall, more complicated licensing — and most firms still manage them with spreadsheets, shared drives and email.
Firms keep adding alternative, market and reference data and independent research. Each one needs discovery, qualification, due diligence, a contract and an owner — and the count only grows.
Datasets are also getting more exclusive: the average is now used by about 20 investment firms, down from 25 (Neudata via Kadoa).
Contract scope, derived data, non-display, AI usage rights and other key terms vary greatly across providers. Without clause-level visibility, firms miss opportunities to exploit what they already license — or learn how exposed they are at audit time.
In 2025 CME reclassified end-of-day data as chargeable delayed data and back-billed customers of major distributors (WatersTechnology, Mar 2026).
Notice dates, seat counts, invoice checks, diligence refreshes and user reporting are time-sensitive and tracked by hand across disparate systems. Service issues, vendor commitments and user feedback are rarely tracked at all — yet renewal negotiations depend on them, and firms can't operate with such obvious key person risk.
9 in 10 contract professionals say finding a specific contract is a challenge; many spend up to two hours looking for a single term (Juro).
If the 9.2% of revenue the average company loses to ineffective contract management held for a $40M data estate, that is roughly $3.7M a year. Your number depends on your contracts — which is the point of measuring it.
Every data set or research service your firm licenses, from the first request to the last invoice or service issue, in one record. Find it, qualify it, manage the request, diligence it, contract it, poll it, pay it, budget it — and answer any question about it without opening a spreadsheet. Data management runs the workflow; legal, compliance, finance and the portfolio teams all operate in the same mosaic.
Know what you can leverage in-house and what the market offers. Compare features, keep call notes and track updates in one repository sourced from internal notes, third-party catalogs and AI-assisted scans of vendors' published product collateral.
Manage each request from intake through team interactions and approvals, with status visible to everyone. Choose from best-in-class workflow templates or design your own in the visual workflow editor.
Track key contacts, conversations, service issues and risk profile per vendor. Diligence is organized in a consistent, evidentiary framework; contract terms are extracted from schedules into structured records for renewals, entitlements and reporting.
Manage moves, adds and changes to inventory. Receive and process invoices with AI-driven extraction and match to inventory and cost allocations, so invoices reconcile automatically. Variances are flagged, and spend is reported by vendor, desk and category, with data utilization compared across desks.
Intuitive, scenario-based budgeting lets you start from a zero base or use your existing inventory to forecast upcoming expenditure. Budget by desk, department or division; forecast renewals with expected uplifts; account for team growth and business expansion, or manage departures and service cancellations — all in just a few clicks.
Kairos automatically analyzes your inventory for discrepancies and excessive, sub-optimal spend. Feed your consumption-based services into the analyzer for AI-assisted cost-cutting recommendations based on consumption behavior, optimized vendor commercial models and available service alternatives.
Kairos opens on what needs a data manager’s attention today: the renewal with an upcoming notice requirement, the invoice that doesn’t match its contract, the poll that just closed on a service with poor user feedback, the expense request waiting for approval. Each card carries the context, the insight and the button to act — so the morning starts with decisions, not with searching.
Every card follows one pattern: what Kairos found, a recommendation with appropriate context, and an easy way to action your decision. Every decision is recorded with its reasoning — a trail the firm keeps, and the basis for recommendations that improve as the records grow.
Kairos leverages AI where it earns its place: reading documents, watching signals, and preparing recommendations with the evidence attached. It analyzes, answers, drafts and prepares — but the decisions stay with your team.
Contracts: term, renewal conditions, notice periods, services, fees, AI-usage rights, and more extracted from schedules. Invoices: line items matched to inventory. DDQs: answers pre-filled from the last cycle. Every field links to its source.
What runs unasked: renewal windows, seats unused for 60 days, consumption spikes, invoice variances, diligence due, a poll closing on a poorly rated service. Each becomes a card on the morning view for humans to review.
The judgment calls a data manager makes every quarter, prepared in advance: right-size a per-seat renewal, analyze frequency of logins, and poll sentiment; switch commercial models when consumption indicates; spot two desks licensing near-identical data; walk into a negotiation powered by the last year’s collective intelligence all in one place.
Ask about a clause, a vendor, a renewal or a year of spend and get an answer with its sources. Then hand off the follow-throughs — drafting the brief, launching the poll, creating the task, preparing the diligence response — and Kairos queues them for your review.
Each view opens on a prioritized list of what needs attention, assessed quickly and ready for action.
Common tasks reachable in three clicks or fewer, with actions inline.
The contract, poll and invoice behind a decision are on the card.
No more firefighting. Requests and tasks are prioritized by urgency and impact; key dates warn as they approach.
Vendors, services, contracts, users, invoices, diligence records and other critical information all link to each other.
Every vendor touches legal, compliance, finance and the desks before data management can close the loop. Kairos gives each team the part of the record it needs, and one place to comment, hand off and approve — so knowledge stays with the firm, not in someone's inbox.
Deployed inside your own environment for easier management and IP protection. Fits the enterprise stack you already run.
Archedata is a software and services company led by veteran leaders in data management from some of the most successful funds in the world. We bring together the people, processes and technology to help optimize your data management function.
Our team has run data sourcing, procurement, licensing and vendor management inside some of the largest funds. We know what the Monday-morning queue looks like.
Requests, renewals, diligence, polling, invoices and budgets follow the steps data-management, legal, compliance and finance teams already use — with the handoffs made explicit.
Kairos is the platform. Alongside it we help with setup, migration of existing contracts and vendor records, and the process design that makes the software stick.
Or a vendor you can't quantify, or a contract you can't find. In 30 minutes we'll walk through how Kairos would handle it — no data required.
Leave a work email and we'll reply within one business day with a few times to choose from.
Expect a reply from the Archedata team within one business day.
