Automated contract management: Fewer errors and greater efficiency
Contract Management
Automated contract management: Fewer errors and greater efficiency
Author
František Hás
13 December 2024
Contract management is one of the key processes in every company. Whether it involves closing new contracts, updating them, or checking deadlines, these tasks require not only accuracy but also sufficient time and resources. However, manual contract management carries the risk of errors and unnecessary complications. The solution that saves time, minimizes mistakes, and increases efficiency is automation.
In this article, we will show you how the modern contract management system from INSIO can transform this key process into a simple and reliable part of your business.
Main Challenges of Manual Contract Management
Manual processes can be time-consuming and prone to errors. The most common issues faced by companies include:
• Loss of oversight: When managing a large number of contracts, it's easy to forget some of them. Particularly, keeping track of deadlines is a frequent weak spot.
• Data errors: Data transcription and manual adjustments can lead to inconsistencies or even legal issues.
• Insufficient security: Documents stored in various places (emails, shared drives, paper archives) can be easily lost or accessed by unauthorized individuals.
• Time loss: Employees spend disproportionately too much time searching for contracts, getting them approved, or figuring out who is responsible for what.
Automating contract management represents a way to eliminate these problems and significantly improve the efficiency of the entire team.
How INSIO Addresses Contract Management
Our Contract Management solution is designed to help companies manage all contracts from one place. The system allows for the automation of key processes and offers features that greatly simplify daily tasks.
Key Features of the INSIO Contract Management Product
1. Central Contract Repository
All contracts are stored in one place. This means you always have immediate access to any document, whether from the office or a mobile device.
2. Automatic Notifications and Deadline Monitoring
The system will automatically alert you to upcoming key dates, such as the end of the contract validity, termination deadlines, or the need for review.
3. Approval Processes
Allows you to define and automate approval workflows – who needs to review, approve the contract, and when. This eliminates confusion and speeds up processes.
4. Contract Templates
Save time by using predefined templates that minimize errors and ensure consistency in contractual documentation.
5. Integration with Other Systems
Our solution can be easily integrated with other INSIO products such as ERP, Order Management, or Invoice Approval. This
Benefits of Automated Contract Management
1. Fewer errors, more certainty
Automation eliminates manual data transcription and the risk of errors. With a clear system, you can be confident that no important deadline or task will escape attention.
2. Increased efficiency
Your employees can spend their time on strategic tasks instead of manual work. Approvals, reviews, and other processes happen faster and without unnecessary delays.
3. Security comes first
Sensitive data is protected through secure access and the ability to define permissions for individual users. You no longer have to worry about documents ending up in unauthorized hands.
4. Clarity and control
Having all contracts in one place and under control means easier oversight of compliance with terms and a smooth audit process.
Customer Stories: How INSIO Helped Clients Improve Contract Management
The company COOP Jindřichův Hradec implemented INSIO's contract management solution and within the first year recorded a 30% reduction in error rates and over 40% time savings in contract approvals. Due to automatic alerts for deadlines, they also eliminated the risk of fines for missed terminations.
Similar positive results were seen with the client XXXLutz, which integrated contract management with other INSIO modules. This enabled faster information transfer between teams and significant process streamlining.
Conclusion: It's Time for a Change
Automated contract management from INSIO is not just about making work easier – it’s a way to prevent errors, save time, and improve business processes. If you are still managing contracts manually or using inefficient tools, now is the right time for a change.
Want to learn more? Visit our page dedicated to the Contract Management product or contact us, and we will be happy to show you how our solution can help your company as well.
INSIO – One system for effective management of the entire company.
In this article, we will show you how the modern contract management system from INSIO can transform this key process into a simple and reliable part of your business.
Main Challenges of Manual Contract Management
Manual processes can be time-consuming and prone to errors. The most common issues faced by companies include:
• Loss of oversight: When managing a large number of contracts, it's easy to forget some of them. Particularly, keeping track of deadlines is a frequent weak spot.
• Data errors: Data transcription and manual adjustments can lead to inconsistencies or even legal issues.
• Insufficient security: Documents stored in various places (emails, shared drives, paper archives) can be easily lost or accessed by unauthorized individuals.
• Time loss: Employees spend disproportionately too much time searching for contracts, getting them approved, or figuring out who is responsible for what.
Automating contract management represents a way to eliminate these problems and significantly improve the efficiency of the entire team.
How INSIO Addresses Contract Management
Our Contract Management solution is designed to help companies manage all contracts from one place. The system allows for the automation of key processes and offers features that greatly simplify daily tasks.
Key Features of the INSIO Contract Management Product
1. Central Contract Repository
All contracts are stored in one place. This means you always have immediate access to any document, whether from the office or a mobile device.
2. Automatic Notifications and Deadline Monitoring
The system will automatically alert you to upcoming key dates, such as the end of the contract validity, termination deadlines, or the need for review.
3. Approval Processes
Allows you to define and automate approval workflows – who needs to review, approve the contract, and when. This eliminates confusion and speeds up processes.
4. Contract Templates
Save time by using predefined templates that minimize errors and ensure consistency in contractual documentation.
5. Integration with Other Systems
Our solution can be easily integrated with other INSIO products such as ERP, Order Management, or Invoice Approval. This
Benefits of Automated Contract Management
1. Fewer errors, more certainty
Automation eliminates manual data transcription and the risk of errors. With a clear system, you can be confident that no important deadline or task will escape attention.
2. Increased efficiency
Your employees can spend their time on strategic tasks instead of manual work. Approvals, reviews, and other processes happen faster and without unnecessary delays.
3. Security comes first
Sensitive data is protected through secure access and the ability to define permissions for individual users. You no longer have to worry about documents ending up in unauthorized hands.
4. Clarity and control
Having all contracts in one place and under control means easier oversight of compliance with terms and a smooth audit process.
Customer Stories: How INSIO Helped Clients Improve Contract Management
The company COOP Jindřichův Hradec implemented INSIO's contract management solution and within the first year recorded a 30% reduction in error rates and over 40% time savings in contract approvals. Due to automatic alerts for deadlines, they also eliminated the risk of fines for missed terminations.
Similar positive results were seen with the client XXXLutz, which integrated contract management with other INSIO modules. This enabled faster information transfer between teams and significant process streamlining.
Conclusion: It's Time for a Change
Automated contract management from INSIO is not just about making work easier – it’s a way to prevent errors, save time, and improve business processes. If you are still managing contracts manually or using inefficient tools, now is the right time for a change.
Want to learn more? Visit our page dedicated to the Contract Management product or contact us, and we will be happy to show you how our solution can help your company as well.
INSIO – One system for effective management of the entire company.
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Petr Choděra
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David Jelen
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"Travel orders have been significantly simplified and clarified. Thanks to easy and quick approval, we can devote more time to our main activities in the field of pumps and valves."
Blanka Kašáková
Executive Assistant
KSB - PUMPY + ARMATURY
"The Helpdesk module has given us control over the management of our facilities. We have streamlined financial and operational processes, allowing us to focus on providing quality services to our clients."
Dušan Jedinák
Operations Director
KART s.r.o.
"The process from recording service tasks to invoicing has been simplified for us. Thanks to checklists and mobile signing, we have shortened the processing time."
Stanislav Stejskal
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Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
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Lucie Urbanová
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"Thanks to INSIO, we have reduced the time for administrative work related to business trips, as well as errors and costs. We have achieved efficient work on shared documents online."
Roman Marsa
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"INSIO has enabled us to precisely plan and oversee inspections and maintenance, allowing us to comfortably manage our stores."
Petr Choděra
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Tomáš Korpáš
Director of Facility Management
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"Task automation has allowed us to dedicate more time to strategic activities and employee development. Our HR processes are now simpler."
Lucie Urbanová
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Roman Marsa
Project Manager
Porsche Czech Republic Ltd.
"INSIO has enabled us to precisely plan and oversee inspections and maintenance, allowing us to comfortably manage our stores."
Petr Choděra
Facility Manager
XXXLutz s.r.o.
"INSIO software monitors all maintenance, inspections, and work deadlines for us. Thanks to this, we have a complete overview of all activities in our buildings and facilities."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"We had a vision of a paperless office. Thanks to INSIO, we have had a digital office since 2014."
David Jelen
CFO
NeoVize
"We have an overview of the entire purchasing process from orders, requisitions, invoice approval to documentation and access to all documents. All thanks to INSIO."
Marek Unčovský
Founder
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"Our invoice approval process across the entire group is now much faster. We have better oversight of processes and costs under control at the level of individual centers."
Květoslav Vilímek
Financial manager
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"Travel orders have been significantly simplified and clarified. Thanks to easy and quick approval, we can devote more time to our main activities in the field of pumps and valves."
Blanka Kašáková
Executive Assistant
KSB - PUMPY + ARMATURY
"The Helpdesk module has given us control over the management of our facilities. We have streamlined financial and operational processes, allowing us to focus on providing quality services to our clients."
Dušan Jedinák
Operations Director
KART s.r.o.
"The process from recording service tasks to invoicing has been simplified for us. Thanks to checklists and mobile signing, we have shortened the processing time."
Stanislav Stejskal
Financial Director
ALTRON a.s.
"The helpdesk from INSIO has brought order to our company. Now we communicate efficiently with customers and handle their requests quickly and on time."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"The online approval of purchase orders and an overview of the costs of individual objects enabled us to reduce the overall costs of our clients and optimize the delivery of our services."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"Task automation has allowed us to dedicate more time to strategic activities and employee development. Our HR processes are now simpler."
Lucie Urbanová
Head of HR
YOUPLUS life insurance
"Thanks to INSIO, we have reduced the time for administrative work related to business trips, as well as errors and costs. We have achieved efficient work on shared documents online."
Roman Marsa
Project Manager
Porsche Czech Republic Ltd.
"INSIO has enabled us to precisely plan and oversee inspections and maintenance, allowing us to comfortably manage our stores."
Petr Choděra
Facility Manager
XXXLutz s.r.o.
"INSIO software monitors all maintenance, inspections, and work deadlines for us. Thanks to this, we have a complete overview of all activities in our buildings and facilities."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"We had a vision of a paperless office. Thanks to INSIO, we have had a digital office since 2014."
David Jelen
CFO
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"We have an overview of the entire purchasing process from orders, requisitions, invoice approval to documentation and access to all documents. All thanks to INSIO."
Marek Unčovský
Founder
RN Solutions a.s.
"Our invoice approval process across the entire group is now much faster. We have better oversight of processes and costs under control at the level of individual centers."
Květoslav Vilímek
Financial manager
COMFORT FINANCE GROUP CFG LTD
"Travel orders have been significantly simplified and clarified. Thanks to easy and quick approval, we can devote more time to our main activities in the field of pumps and valves."
Blanka Kašáková
Executive Assistant
KSB - PUMPY + ARMATURY
"The Helpdesk module has given us control over the management of our facilities. We have streamlined financial and operational processes, allowing us to focus on providing quality services to our clients."
Dušan Jedinák
Operations Director
KART s.r.o.
"The process from recording service tasks to invoicing has been simplified for us. Thanks to checklists and mobile signing, we have shortened the processing time."
Stanislav Stejskal
Financial Director
ALTRON a.s.
"The helpdesk from INSIO has brought order to our company. Now we communicate efficiently with customers and handle their requests quickly and on time."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"The online approval of purchase orders and an overview of the costs of individual objects enabled us to reduce the overall costs of our clients and optimize the delivery of our services."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"Task automation has allowed us to dedicate more time to strategic activities and employee development. Our HR processes are now simpler."
Lucie Urbanová
Head of HR
YOUPLUS life insurance
"Thanks to INSIO, we have reduced the time for administrative work related to business trips, as well as errors and costs. We have achieved efficient work on shared documents online."
Roman Marsa
Project Manager
Porsche Czech Republic Ltd.
"INSIO has enabled us to precisely plan and oversee inspections and maintenance, allowing us to comfortably manage our stores."
Petr Choděra
Facility Manager
XXXLutz s.r.o.
"INSIO software monitors all maintenance, inspections, and work deadlines for us. Thanks to this, we have a complete overview of all activities in our buildings and facilities."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"We had a vision of a paperless office. Thanks to INSIO, we have had a digital office since 2014."
David Jelen
CFO
NeoVize
"We have an overview of the entire purchasing process from orders, requisitions, invoice approval to documentation and access to all documents. All thanks to INSIO."
Marek Unčovský
Founder
RN Solutions a.s.
"Our invoice approval process across the entire group is now much faster. We have better oversight of processes and costs under control at the level of individual centers."
Květoslav Vilímek
Financial manager
COMFORT FINANCE GROUP CFG LTD
"Travel orders have been significantly simplified and clarified. Thanks to easy and quick approval, we can devote more time to our main activities in the field of pumps and valves."
Blanka Kašáková
Executive Assistant
KSB - PUMPY + ARMATURY
"The Helpdesk module has given us control over the management of our facilities. We have streamlined financial and operational processes, allowing us to focus on providing quality services to our clients."
Dušan Jedinák
Operations Director
KART s.r.o.
"The process from recording service tasks to invoicing has been simplified for us. Thanks to checklists and mobile signing, we have shortened the processing time."
Stanislav Stejskal
Financial Director
ALTRON a.s.
"The helpdesk from INSIO has brought order to our company. Now we communicate efficiently with customers and handle their requests quickly and on time."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"The online approval of purchase orders and an overview of the costs of individual objects enabled us to reduce the overall costs of our clients and optimize the delivery of our services."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"Task automation has allowed us to dedicate more time to strategic activities and employee development. Our HR processes are now simpler."
Lucie Urbanová
Head of HR
YOUPLUS life insurance
"Thanks to INSIO, we have reduced the time for administrative work related to business trips, as well as errors and costs. We have achieved efficient work on shared documents online."
Roman Marsa
Project Manager
Porsche Czech Republic Ltd.
"INSIO has enabled us to precisely plan and oversee inspections and maintenance, allowing us to comfortably manage our stores."
Petr Choděra
Facility Manager
XXXLutz s.r.o.
"INSIO software monitors all maintenance, inspections, and work deadlines for us. Thanks to this, we have a complete overview of all activities in our buildings and facilities."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"We had a vision of a paperless office. Thanks to INSIO, we have had a digital office since 2014."
David Jelen
CFO
NeoVize
"We have an overview of the entire purchasing process from orders, requisitions, invoice approval to documentation and access to all documents. All thanks to INSIO."
Marek Unčovský
Founder
RN Solutions a.s.
"Our invoice approval process across the entire group is now much faster. We have better oversight of processes and costs under control at the level of individual centers."
Květoslav Vilímek
Financial manager
COMFORT FINANCE GROUP CFG LTD
"Travel orders have been significantly simplified and clarified. Thanks to easy and quick approval, we can devote more time to our main activities in the field of pumps and valves."
Blanka Kašáková
Executive Assistant
KSB - PUMPY + ARMATURY
"The Helpdesk module has given us control over the management of our facilities. We have streamlined financial and operational processes, allowing us to focus on providing quality services to our clients."
Dušan Jedinák
Operations Director
KART s.r.o.
"The process from recording service tasks to invoicing has been simplified for us. Thanks to checklists and mobile signing, we have shortened the processing time."
Stanislav Stejskal
Financial Director
ALTRON a.s.
"The helpdesk from INSIO has brought order to our company. Now we communicate efficiently with customers and handle their requests quickly and on time."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"The online approval of purchase orders and an overview of the costs of individual objects enabled us to reduce the overall costs of our clients and optimize the delivery of our services."
Tomáš Korpáš
Director of Facility Management
ENGIE Services a.s.
"Task automation has allowed us to dedicate more time to strategic activities and employee development. Our HR processes are now simpler."
Lucie Urbanová
Head of HR
YOUPLUS life insurance