Contract processing in 1–2 days instead of 7–10 days

An important client requests a change to their contract. The account manager forwards it to the legal department; the lawyer sends it back for review; meanwhile, the client sends more questions, and the finance department adds comments in a third thread. After three days and 25 emails, no one knows which version is the latest or who approved it. Contract management looks exactly like this at most companies—but it doesn’t have to. In BürOffice, the entire contract management process runs on a single platform: from the template through signing to archiving.
At a financial services provider with an administrative team of several hundred people, this reduced the turnaround time from 7–10 days to 1–2 days. We’ll show you how.
This page is intended for executives who deal with a large volume of contracts—customer agreements, supplier agreements, employment contracts—and for whom slow processing times are already jeopardizing business deals or deadlines.

For three reasons. Contract management takes place via email, so versions end up scattered. Approval depends on people’s memories: who approved what and when is buried in the email correspondence. And data is copied manually into the template, which leads to errors—a mistyped amount or name comes to light at the most awkward moment.

A digital contract management system doesn't simply replace paper with PDFs; it streamlines the process. In BürOffice, this takes place in five steps.

The administrator selects a versioned template approved by the legal department. The system automatically populates the data from internal data sources—the customer registry and the product database—so a complete, error-free contract is generated in a matter of seconds. The templates are adaptive: certain sections appear or disappear depending on the type of case and the data.

Once the document is complete, it automatically enters the approval process. According to the rules, approvers are notified, and everyone sees the task awaiting them in their own worklist. If someone does not respond in time, the system escalates the task—the contract does not sit gathering dust in anyone’s inbox.

The system automatically applies the appropriate digital signature to the approved contract. BürOffice supports multiple signature providers, handles both group and individual signatures, and allows you to request a receipt of acknowledgment. The digital signature integration enables truly paperless contract execution.

The contract is sent to the client via the specified channel. When the client returns the signed copy, the system automatically attaches it to the case files and notifies the case manager. No more “Has it arrived yet?” type of correspondence.

The signed contract is archived in the digital document repository, and the storage location of the physical copy can also be recorded. The expiration date is entered into the system, which provides a timely reminder to renew—renewal does not happen at the last minute in a rush.

Managers are rarely at their desks. That’s why electronic contract approval is also available on mobile devices: the approver reviews and approves the document on the go, and the process continues. Meanwhile, compliance policies ensure that everyone can only approve what they are authorized to—the entire process is logged and traceable.

Contract management software typically lists completed contracts. This is useful, but most of the work happens earlier: during drafting, approval, and signing. BürOffice integrates record-keeping with the process: for every contract, you can see its history, related correspondence, versions, and approvers—and the system notifies you of expiration dates, not an Excel spreadsheet.

The cause of the 25-email chaos described in the introduction is not the inattentiveness of colleagues, but the fact that contract management and communication exist in two separate worlds. In BürOffice, the client’s questions, the lawyer’s comments, and the finance department’s notes are all attached to the case—regardless of which channel they came through. If a client calls to inquire about the status, the case manager doesn’t have to sift through their email; instead, they can look at the case and respond immediately.
With the built-in chat feature, internal coordination also takes place alongside the contract, and every message exchange is saved. Even six months later, it’s still possible to find out exactly why a particular version of the text was chosen.

The implementation begins with an assessment of existing templates and approval rules. The legal department approves the templates, and we set up the process: who approves, at what amount threshold, by what deadline, and who signs. Next comes training and the live launch—BürOffice integrates seamlessly into the existing environment, so contract management can transition to the new system in as little as a few weeks.
Existing contracts aren’t lost either: the database can be imported, and expiration tracking can be enabled for them as well.
Access controls remain in effect throughout the process: everyone can only view and approve what they are authorized to.
Every step of the process is measurable: the dashboard shows how many contracts are in progress, which phase they’re in, and where bottlenecks occur. Contract management is thus no longer a black box, but a controllable process.

Bring in one of your typical contracts, and we’ll show you live how it would flow through BürOffice—from selecting a template to archiving. Once you implement digital contract management, contract management will no longer be a risk factor—it will become your company’s fastest process.