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contracts management
Contracts management made efficient and reliable
Digitize the entire lifecycle of every contract – with a structured, automated process and clear status tracking.
From drafting to archiving – every step in one place, within a single system.
Curious to see how it works in practice?
Get in touch – we’ll show you how contract management can become simple and efficient.
REDUCE MANUAL WORK
A contract is a key document in every organization. The same should apply to the process of managing it.
Contracts are the foundation of almost every business relationship, yet how they are managed in many organizations is still far from efficient.
Many companies still rely on paper documents, emails, Excel spreadsheets, and locally stored versions.
This approach often leads to issues that slow down operations, block team collaboration, and increase risk, from incorrect versions and missed deadlines to accidental breaches of contract terms.
Here’s what these challenges typically look like in real business situations:
Paper-based storage
Contracts are printed, signed manually, and stored in file folders – often with no system other than alphabetical order. Documents can’t be searched quickly, it’s hard to track who last edited them, and key information is difficult to access.
Version control and change history
Version control can be a real challenge. In practice, it often looks like this: a document is created on a local computer, sent back and forth via email, and edited by multiple people.
Very quickly, no one is sure which version is valid, who made which changes, or when those changes happened.
Without a centralized system that automatically tracks changes, it’s difficult to maintain clarity, and even harder to make decisions with full confidence in the document.
Unclear status
The contract is “stuck”, but no one knows who has it or what the next step is. A lack of visibility into the document’s progress slows down the process and puts pressure on everyone involved.
Slow signing process
The contract is ready, but the signature is delayed – the director is traveling, or the paper is sitting in a pile on a desk.
Time is wasted and the process is unnecessarily stalled.
Missed deadlines
Once signed, a contract often gets filed away and forgotten. Without a system that tracks deadlines, it’s easy to forget important dates – like contract expirations, cancellation windows, or review periods.
Excel sheets don’t send notifications or flag risks. The result? Unintentional renewals, expired agreements, and potential legal issues.
Difficult collaboration
Multiple teams work on the same contract, but without a shared space or a clear record of who commented, edited, or approved what.
Key features of a contract management solution
A well-written contract isn’t of much use if the process around it creates more complications than benefits. With clearly defined steps, automation, and real-time collaboration, contract management becomes simple, secure, and guided by clear roles and responsibilities.
All contracts – whether in draft, active, or archived state – are stored in one place. Easily searchable by name, partner, date, deadline, and more.
No lost versions, no digging through folders or inboxes.
Contracts no longer “travel” by email. Each document follows a structured process – tailored to the type of contract and each user’s role. Standard contracts move quickly, while more complex ones go through legal and financial review.
Contracts can be signed anytime, from any device – securely and with just a few clicks.
Tools like DocuSign, Certilia, Adobe Sign, and others are supported. No waiting, no printing the paper.
At any moment, you know where the contract is, who’s responsible for the next step, and what the key dates are. Automated reminders take care of renewal, termination, and review deadlines.
All changes, suggestions, and comments are automatically tracked. It’s always clear who made what change and when – no more multiple local versions.
Every decision and every change is recorded.
The audit trail supports internal controls, GDPR compliance, and external audits.
Multiple teams can work on the same document at the same time, with no overlap. No more “please find attached the new version” messages. Everyone sees the latest document and its status.
With AI-powered features, you can:
• generate contract summaries,
• identify key clauses,
• automatically classify documents,
• detect risks and ensure compliance.
Who is involved in the contract management process?
Contract management is not the task of a single person or department – it’s a team effort that involves multiple roles across the organization. Each stakeholder has a specific role, responsibility, and expectation from the process. That’s why the system must work for everyone – from initiators to signatories.
M-FILES FOR CONTRACTS MANAGEMENT
Curious to see how our solution works in M-Files?
From draft to archive – a look at the real process, flexible scenarios, and key functionalities.
