Do these common gaps exist after your vendor contracts are signed?
Check whether ownership, governing documents, invoice testing, renewals and unresolved exceptions remain visible across your organization. Eighteen questions are universal and six are tailored to your industry. The immediate, on-screen Governance Snapshot takes about eight minutes.
This isn't a score of good or bad, and it isn't independent verification. It's a structured self-assessment: a check on whether you currently have a clear, durable record — or depend on institutional memory.
No contact information required. No name, email address, company name, phone number, or login is required to complete the diagnostic or receive the Governance Snapshot. Your responses remain in this browser and are not transmitted to SGG.
Which best describes your organization?
Recurring-service governance follows the same core principles across industries, but the way gaps appear can differ by operating environment. Your selection tailors six of the 24 questions to your organization — the other 18 are the same for everyone.
Answer Yes, No, or Not Sure for each question below. A "no" or "not sure" doesn't prove a billing problem — it identifies an area where governance, documentation, visibility, or ownership may deserve closer review.
Documentation & Ownership Visibility
Whether governing documents, vendor identity, and institutional history can be produced on demand.
Ownership
Is there a clearly identified person or function responsible for post-contract oversight of recurring vendor services?
Document access
Are current contracts, amendments, renewals, and governing pricing terms readily accessible when an invoice or service question arises?
Vendor visibility
Can management readily identify which recurring vendors are active, what services they provide, and which locations they serve?
Documentary continuity
If the people who know the relationship changed roles tomorrow, could a new employee or senior leader reconstruct the current terms, prior changes, approvals and unresolved issues from the retained record—without relying on institutional memory?
Contract-to-Invoice Governance
Whether current billing is actively checked against what was signed, rather than simply approved.
Invoice testing
Are recurring invoices periodically tested against governing contract terms rather than simply routed through the normal approval process?
Price verification
Are vendor price increases checked against contractual escalation provisions, approved changes, or other governing documentation?
Approved vs. verified
Can management distinguish between an invoice that was approved for payment and an invoice whose charges were independently checked against governing terms?
Unverifiable flagging
When documentation is incomplete or conflicting, is the item explicitly identified as unable to be verified rather than assumed to be correct?
Exception & Discrepancy Management
Whether discrepancies, once found, have a defined owner and get followed through to closure.
Discrepancy process
Is there a defined process for identifying and following through on discrepancies between invoices, contracts, approvals, and actual service arrangements?
Exception ownership
When an exception is identified, is responsibility for resolving it clearly assigned and documented through closure?
Credit tracking
Are vendor credits, corrections, refunds, and agreed billing adjustments tracked until they actually appear?
Organizational-Change Readiness
Whether vendor arrangements get re-checked when the organization, its locations, or its needs change.
Scope drift
Are recurring charges reviewed for services, frequencies, quantities, or locations that may have changed since the original agreement?
Renewal tracking
Are automatic renewals, notice periods, expiration dates, and termination requirements tracked before action deadlines pass?
Post-change review
Can management determine whether recurring services continue after a location closes, a service changes, a vendor is replaced, or operational needs change?
Informal changes
Are undocumented or informal vendor changes identified and brought back into a documented governance record?
Cross-Location & Executive Oversight
Whether similar services can be compared across the organization, and whether senior management can see the pattern.
Periodic review
Are recurring vendor relationships periodically reviewed even when no complaint or obvious billing problem has occurred?
Cross-location comparison
Can recurring-service costs and arrangements be compared across locations, facilities, departments, or operating units where such comparisons are meaningful?
Executive visibility
Does senior or portfolio-level management have usable visibility into recurring-service exceptions, unresolved questions, and material changes across the organization?
Property Management
These six questions reflect how recurring-service governance gaps tend to show up specifically in property management.
Cross-property pricing
Can management compare pricing, service frequency, and scope for the same recurring-service category across comparable properties?
Local vendor changes
When property managers engage, replace, or modify local vendors, are those changes consistently documented and visible at the portfolio level?
Property-event review
Are recurring services reviewed when properties are acquired, sold, repositioned, renovated, or experience material occupancy changes?
CAM documentation
Where recurring-service costs affect CAM or other tenant recoveries, is there sufficient documentation to support the underlying charges and allocations?
Pricing outliers
Can management identify situations in which different properties are paying materially different amounts for comparable recurring services and determine whether the differences are justified?
Consolidation process
Is there a portfolio-level process for determining when local vendor autonomy remains appropriate and when consolidation, renegotiation, or standardized terms may be economically justified?
Senior Living / Nursing Homes
These six questions reflect how recurring-service governance gaps tend to show up specifically in senior living / nursing homes.
Facility visibility
Can corporate or ownership-level management readily see recurring-service vendors, pricing, scope, and service frequency across individual facilities?
Local change documentation
When facility administrators or local staff engage, change, or expand recurring vendor services, are those decisions consistently documented and visible above the facility level?
Regulatory scope
Are recurring services with operational, resident-safety, life-safety, sanitation, or regulatory implications governed with clear documentation of required scope and frequency?
Cross-facility comparison
Can management compare similar recurring-service costs and arrangements across facilities and investigate material differences?
Census-triggered review
When a facility's census, physical plant, service needs, or operating conditions change, are recurring vendor arrangements reviewed to determine whether the existing scope and pricing remain appropriate?
Responsibility separation
Is there a defined distinction between facility-level responsibility for day-to-day vendor interaction and organizational responsibility for ongoing contract, invoice, and recurring-service governance?
Retail / Multi-Site Operations
These six questions reflect how recurring-service governance gaps tend to show up specifically in retail / multi-site operations.
Cross-store visibility
Can central management readily identify recurring vendors, pricing, scope, and service frequency across individual stores or locations?
Store-level changes
When store or regional managers initiate, modify, or replace local recurring services, are those changes consistently visible and documented centrally?
Store-event review
Are recurring services reviewed promptly when stores open, close, relocate, remodel, reduce hours, or materially change their operations?
Pricing outliers
Can management identify materially different pricing or service levels for comparable recurring services across similar locations and determine whether those differences are justified?
Closed-location charges
Is there a reliable process for stopping recurring charges associated with closed locations, replaced vendors, discontinued services, or obsolete equipment?
Centralization review
Does the organization periodically determine which recurring services benefit from centralized purchasing or standardized terms and which legitimately require local variation?
Healthcare
These six questions reflect how recurring-service governance gaps tend to show up specifically in healthcare.
Facility visibility
Can management see recurring-service vendors, pricing, scope, and service frequency across facilities, practices, departments, or locations?
Patient-safety scope
Are recurring vendor services that affect patient operations, sanitation, safety, facilities, or regulatory requirements documented sufficiently to establish the required service scope and frequency?
Local change documentation
When local administrators, practice managers, or department leaders modify recurring services, are those changes consistently documented and visible to the function responsible for governance?
Cross-facility comparison
Can management compare similar recurring-service arrangements across facilities or locations and investigate unexplained differences?
Volume-triggered review
When facilities, patient volumes, equipment, departments, or operating requirements change, are related recurring vendor services reviewed for continued need, scope, and pricing?
Approval vs. governance
Is responsibility clearly separated between operational approval of a vendor's work and independent review of whether recurring charges conform to governing terms and documented requirements?
Industrial / Manufacturing
These six questions reflect how recurring-service governance gaps tend to show up specifically in industrial / manufacturing.
Cross-site visibility
Can management readily identify recurring vendors, pricing, scope, and service frequency across plants, warehouses, distribution facilities, or operating sites?
Maintenance scope
Are recurring services tied to equipment, environmental requirements, safety, maintenance, inspections, waste handling, or facility operations documented with clear scope and required frequency?
Site-level changes
When plant or site personnel modify recurring vendor arrangements, are those changes consistently documented and visible to the function responsible for organization-level governance?
Cross-site comparison
Can management compare similar recurring-service arrangements across sites and investigate material differences in price, scope, or frequency?
Operations-triggered review
When equipment is retired, production changes, facilities are reconfigured, or operating requirements change, are associated recurring services reviewed for continued need and appropriate scope?
Variation vs. drift
Is there a reliable process for distinguishing necessary site-specific variation from vendor pricing or service differences that have simply accumulated over time?
General Middle-Market / Multi-Site Organizations
These six questions reflect how recurring-service governance gaps tend to show up specifically in general middle-market and multi-site organizations.
Cross-location visibility
Can management readily identify recurring vendors, pricing, scope, and service frequency across departments, locations, or operating units?
Local change documentation
When local managers or departments initiate or change recurring vendor services, are those decisions consistently documented and visible centrally?
Operations-triggered review
Are recurring services reviewed when locations open or close, staffing changes materially, operations change, or the underlying business need changes?
Cross-location comparison
Can management compare similar recurring-service arrangements across locations or business units and investigate material unexplained differences?
Legacy-charge identification
Is there a reliable process for identifying recurring services or charges that continue because of historical inertia rather than a currently documented business need?
Centralization review
Does the organization periodically determine which recurring services should remain locally managed and which may benefit from centralized terms, consolidation, renegotiation, or standardized governance?
Where your answers point, not a score.
Your standards and reported practice
Uncertain answers cluster where visibility is weakest — not where wrongdoing is most likely. This snapshot reflects five assessed governance dimensions, plus ongoing governance discipline, plus industry-specific observations for .
Five assessed dimensions
Documentation & Ownership Visibility
Whether governing documents, vendor identity, and institutional history can be produced on demand.
Contract-to-Invoice Governance
Whether current billing is actively checked against what was signed, rather than simply approved.
Exception & Discrepancy Management
Whether discrepancies, once found, have a defined owner and get followed through to closure.
Organizational-Change Readiness
Whether vendor arrangements get re-checked when the organization, its locations, or its needs change.
Cross-Location & Executive Oversight
Whether similar services can be compared across the organization, and whether senior management can see the pattern.
Ongoing Governance Discipline
Whether this gets reviewed on a recurring cadence — or only once.
Established over time Ongoing governance discipline cannot be established through a one-time self-assessment. It is demonstrated over time through recurring review, documented follow-through, and consistent ownership.No gap reported
Areas deserving attention
Where you answered "Not Sure"
Not Sure does not mean a control is absent. It indicates that the control, its documentation, or its ownership may not be readily visible.
You didn't select "Not Sure" on any question — every answer was a confident yes or no.
Suggested areas for further review
Turn the diagnostic into a documented review.
Your snapshot identifies where governance may deserve a closer look. SGG can test the underlying contracts, invoices, service records, and recurring patterns to determine what is actually happening. This diagnostic can organize what you already know — it can't take ownership of testing it. That ongoing verification, on a recurring cadence, is what SGG does.
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