Documents · Solutions

Hold every signed agreement with its dates, value and renewal.

Contract Management holds every agreement your business has signed, on both sides: service contracts, rate contracts, housekeeping and security deals, leases and dealer agreements. Value, period, renewal date, escalation clause and the signed scan sit together. Renewals come up while there is room to negotiate, and not after the old rate has quietly continued.

Share your requirements

What it is

Agreements are signed with care and then forgotten. The lift service contract, the security agency contract, the rate agreement with a dealer and the office lease each have a date that matters, and each date lives in a different file.

One list, with renewal dates in front of you, changes the conversation. You call the vendor before he calls you.

What it replaces

What your team uses today.

The module takes over these, one at a time, so nothing has to stop while it is set up.

A cupboard of signed originals
A renewal-dates sheet
Reminders kept in someone’s diary

Where it goes wrong today

The problems this is meant to ease.

Agreements in cupboards

Signed copies sit in files across offices. Finding a clause means asking whoever last handled the paper.

Renewal found too late

An annual deal rolls over because the date slipped past. The old rate continues. The chance to renegotiate is gone.

Escalation forgotten

A yearly increase clause exists in the contract but not in billing. Invoices keep going out at the old rate.

Scope argued from memory

A customer asks for a spare part and says it was covered. Nobody can quickly read what the contract included.

Signing without review

A large agreement is signed by whoever is at hand. The owner hears about its terms later.

Inside the module

What contract management does.

Both sides of the business

Contracts you give customers and contracts you sign with vendors appear together in one list, each with its signed copy attached.

The dates that cost money

Start, end, lock-in, notice period and renewal are recorded. Reminders come at the notice period and not on the expiry date.

Value and escalation

Contract value, billing frequency and any yearly increase clause, so the revised rate is applied on time.

Scope stated clearly

What is covered and what is chargeable extra is recorded, so an argument about a spare part is settled from the record.

Approval before signature

A contract above a value you set waits for the owner or your lawyer. Who approved it stays on the record.

Linked to work and bills

Service visits under an annual maintenance contract, and invoices raised against a contract, sit with the agreement they come from.

Where it gets used

What this looks like in a working week.

Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.

A security services renewal

A notice date approaches for a guard contract. The administration in-charge gets a reminder and opens the rate discussion in good time.

A lease with a rise clause

The rent increase date arrives. Accounts read the new figure off the record and revise the monthly payment.

A dispute over a replaced part

Coverage is checked. The service manager reads the maintenance contract and answers the customer from the record.

A large vendor agreement

A draft above the value limit waits for the owner. The approval is stamped. The signed scan follows.

Who touches it

The people who open this every day.

Owner

Sees what is due for renewal this quarter and what each contract is worth before agreeing to an increase.

Administration in-charge

Keeps the copies, watches the notice periods and starts renewals early.

Accounts assistant

Bills against the contract terms and checks a vendor invoice against what was agreed.

Service manager

Knows which customer is under contract and which visit is chargeable.

How it is set up

From first conversation to daily use.

Collecting the paper
First we ask which agreements exist, whether signed with customers or with suppliers. You gather signed copies. A register outline comes back to correct.
Key fields agreed
Fields for dates, value, notice and escalation are confirmed with the person who handles them. You receive a written list to approve.
Entry and scanning
Existing contracts are entered and scans attached. A trial list shows which records lack a date or a copy.
Reminder rules
Reminders are set for the right people. You test them on a few real contracts before they go live.
Daily handling
New agreements are made in the system. The team practises approval and amendment on a live case.

Measuring it

How you would know it is working.

Record where you stand before it goes live, so the change is measured against your own figures.

Contracts reaching notice date without a decision
Renewals concluded before expiry, by owner
Agreements missing a signed copy or a key date
Escalations applied to invoices on the due date
Approvals waiting above the value limit

How it fits

It is one part of a system, not an island.

A module earns its place by what it passes to the next one. These are the connections we set up most often.

AMC contract management
Document management
Vendor management
Invoice management
Subscription billing

Already built in

Products that include it.

Built for you

How we would put it in.

Common questions

Questions owners ask about contract management.

How is this different from service contract management?

This holds the agreement itself, whatever kind it is, with its dates, value and clauses. The service contract module runs the service side: visits due, technician sent, report signed. Our software for pest control firms carries both.

Can it tell us when to give notice?

Yes, and that is the reminder worth having. If a lease needs three months’ notice, the alert comes three months and a fortnight before, while a decision is still possible.

Does it handle digital signing?

It holds signed scans, and it can connect to a signing service where you already use one. Many businesses still print, sign and scan, and the record works the same either way.

Is a folder enough for nine contracts?

Yes, a folder and a calendar reminder are enough for nine. This matters when contracts run into dozens, when each has different renewal terms, or when a missed notice period has already cost you once.

What decides the price of contract management?

Volume and variety. How many agreements need loading, and of which types, counts for the bulk of it. Links to billing and service work come next, and approval flows widen it further. We itemise after reading your records, so you may drop a part.

What sets the time to a working register?

The quantity and condition of existing paper, plus how many people must approve. A usable release holds the register, dates and reminders. Dates arrive in the proposal.

Who needs it most

Businesses that ask for this.

Next to it

Modules that work with it.

Talk to us

Tell us how you handle contract management today.

A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.