We build a system that produces a contract from a template, puts it through approval and signature, and — once it is signed — tracks effectivity, renewal, the notice period for termination and the parties' commitments. Contract lifecycle management (CLM) is exactly that: not storing a file, but managing the contract's lifetime. A contract whose term has run out does not quietly extend itself because nobody noticed.
In most companies a contract ends on the day it is signed. The wet-signed copy goes into a folder, the scanned version lands on someone's computer and the matter is closed. Yet a contract's real life begins after signature: the price will be updated on this date, the service will be delivered at this level, the party will renew this document every year, termination requires notice this many days in advance. Because nobody puts those clauses in a calendar, contracts quietly extend themselves, the price increase that was earned is never asked for, the commitment that was given is forgotten. The problem usually comes not from the contract being badly written but from nobody reading it after it was written. The number of companies that can say plainly how many contracts they have and when those contracts end is smaller than people assume.
The state of things before signature is at least as untidy. When a new contract is needed, most people copy an old one and edit it; which clause is standard and which was changed for the counterparty becomes unclear. The draft circulates by email, a new file name is born on every round, and the legal team has to ask which text was finally signed. Approvals are given verbally, and there is no record of who accepted what. In this arrangement risk arises not from bad faith but from lack of follow-up: a draft with the limitation of liability removed can go to signature without anyone noticing. As the number of contracts grows, that possibility grows with it, and one day it happens. After that, what gets discussed is no longer the process but the loss.
Contract lifecycle management (CLM) means running a contract on a single record from the moment it is born to the moment it ends. A request comes in, a template is produced from an approved clause library, clauses that deviate from the standard are flagged during negotiation, the approval chain runs electronically, the contract is signed and the record comes into force. From then on it is a matter of calendars and obligations: renewal date, termination notice window, price review period, validity of guarantees and insurance, the concrete commitments each party has taken on. This is a different job from document management. Document management stores and versions the contract file; contract management tracks the dates and commitments inside the contract. The two systems work together, but neither takes the place of the other.
The system described on this page is an operational tool rather than a legal one. What the contract says, which clause is in your favour and how far to go in negotiation are determined by your lawyer; we build the record, the workflow and the follow-up of those decisions. We do not give legal opinions and we do not write the clause library ourselves; the library consists of texts approved by your legal adviser. On the text-reading side we also keep expectations where they belong: the system can largely extract fields such as date, party and amount from a contract, but these are suggestions, and they are approved by a person before they take effect. We do not promise that it will find a risky clause on its own and with certainty. We would suggest you approach proposals that promise certain results in this area with caution.
Factories where framework purchase agreements, price agreements and service contracts run into the hundreds. Which price is valid with which supplier and until when cannot be carried in the purchasing team's memory. Linking the contract to the purchase order makes buying at a price outside the agreement visible.
Firms managing large numbers of similar contracts containing territory, target, discount tier and exclusivity clauses. Texts written separately for each dealer drift apart over time and produce a variety nobody knows in full. A template and clause library stops that drift and puts deviations on record.
Multi-site retail, logistics and service firms. Most rent, maintenance, security, cleaning, software subscription and insurance contracts renew of their own accord. Missing the termination notice window means accepting another unwanted year in advance; the calendar alert is the most concrete benefit on this page.
Companies running construction, contracting, engineering and machinery projects. Contracts contain clauses that turn directly into money: time extensions, liquidated damages, letters of guarantee and progress payment conditions. Tracking those clauses alongside the project schedule prevents, at the outset, a good part of the disputes that turn into mutual claims at the end of the job, and stops guarantee periods being missed.
The standard clauses approved by legal are held in a library; instead of being written from scratch, a contract is produced from templates and clauses. Fields such as party details, amount and term are written into the text as soon as they are entered on the form. Every contract therefore starts from the same base, and which clause is the company standard stops being a matter for debate. The version confusion created by the habit of copying an old file and editing it disappears.
Changes coming back from the counterparty are recorded as new versions; which clause deviates from the standard is flagged and the reason is written down. A non-standard clause can require additional approval according to the defined authority. Legal sees the history of every round and how the final text came about on a single screen; the argument over which file is the latest one is over. Correspondence with the counterparty can be attached to the same record too.
Multi-level approval workflows are built that vary by value, by contract type and by term. A pending approval is flagged, and a record that has been waiting a long time is escalated to the next level. On the signature side, both wet signature and electronic signature through licensed providers are supported; the scan of the wet-signed copy is attached to the same record and the physical location of the original is noted.
The start, end, automatic renewal and termination notice dates of every contract are written into the record. The system produces an alert a defined number of days before those dates, and the alert goes to a role rather than to a person; if the person responsible is on leave, the process does not stop. Upcoming renewals are gathered on a single calendar screen seen by contract owners and managers, so the renewal decision is taken before the last day, while there is still time to negotiate.
The concrete commitments inside a contract are turned into separate records: delivery time, service level, annual volume commitment, insurance and guarantee validity, documents that must be provided. Every obligation has an owner and a date, and its status is tracked from a single screen. The contract thus becomes not a text waiting in a folder after signature, but a plan that is worked on.
How critical clauses such as limitation of liability, penalty provisions, jurisdiction, confidentiality and termination conditions appear in each contract is held as a field and can be reported. When regulation or policy changes, listing the affected contracts becomes possible without opening files one by one. The reports give management a collective picture of the contract portfolio.
Contracts are stored in full-text searchable form; scanned copies are converted to text with OCR. Links are made to customer account, purchase order, project and dealer records, so the contract opens from within the relevant screen. Connections to your existing ERP and accounting systems are made over APIs; it does not require you to change those systems, and your data is linked rather than copied into a second place.
The types, number and location of the contracts in force, and who is responsible for them, are worked out. At this step most companies see their total contract count for the first time, and records that have expired, been renewed or been signed twice come to light. Discovery usually takes one to two weeks, and this step also sets the boundary of the scope.
Together with your legal adviser we determine which contract types will be tied to templates and which clauses will be treated as standard. We do not write the texts; we structure the approved texts into the library along with their variable fields. Which approval comes into play in the event of a deviation from the standard is also decided at this step and put in writing.
Approval levels, signature method, alert lead times, obligation types and reports are designed, then developed at short intervals. A working version is shown on every round. The first usable version usually appears within six to ten weeks depending on scope, and it aims first at getting new contracts flowing correctly.
Contracts in force are brought into the system; not everything left in the past is migrated. In the migration the priority is filling the date and obligation fields correctly, because that is where the value of the alerts comes from. The pilot is usually run with the purchasing or legal team; the objections raised in those units are fed back into the workflow and field design, and the scope is then opened to other units.
All units are brought on, the alert calendar starts running and reports are opened up. In the first months the frequency of alerts is tuned together; too many notifications are as harmful as none at all. Afterwards, new contract types and workflow changes are built into the system under maintenance. The source code and the data stay with you.
No. We develop software; the content of the contract, the clause texts and the limits of negotiation are your legal adviser's business. We build the clause library from the texts they approve; we do not insert texts of our own. The alerts the system produces are not legal opinions either, but reminders based on the dates and conditions you have defined. Keeping that distinction clear from the outset is the right approach for you and for us alike.
No, and we usually advise against it. The priority is contracts that are in force, that have not yet expired or that still create obligations. Contracts that have ended can be scanned and stored for archive purposes, but filling in every one of their fields rarely pays off. Keeping the scope narrow keeps the migration work at the level of days rather than weeks and gets the system into use sooner. Migrating older material can be done gradually as the need arises.
The two do different jobs. A document management system stores, versions, permissions and finds the contract file. Contract management turns the dates and commitments inside the text into records and tracks them; it is what produces the renewal alert, the termination window and the obligation list. If you have a document system we build on top of it; if you do not, we take on the archive layer together with it. You do not have to install both at the same time.
Partly, and without guarantee. Extracting structured fields such as party, date, amount and term from the text works quite well today and saves time. Whether a clause is risky from your point of view, on the other hand, calls for interpretation; we do not promise it will find that with certainty. The arrangement we build is this: the system produces a suggestion, a person approves it. No field is written into the record in force until it has been approved.
No. Many firms carry on with wet signature while choosing to digitise the rest of the process, and that is an entirely valid arrangement. In that case the scan of the signed copy is attached to the record, the physical location of the original is noted, and the follow-up still runs from the system. If you prefer electronic signature we connect to the infrastructure of a licensed provider; we do not build our own signature infrastructure. The two methods can also run together in the same system.
Contract generation from an approved clause library and templates; version and deviation tracking; an approval chain that runs by value; a wet or electronic signature link; an effectivity, renewal and termination notice calendar with role-based alerts; obligation lists; risk clause reports; a full-text searchable contract archive and connections built to your existing systems. The source code and the data belong to you.
In a 30-minute discovery call we listen to what you need and tell you honestly whether custom development or an off-the-shelf product is the better answer.
We build an arrangement in which faults and requests arrive through a single record rather than through a messaging app, a corridor conversation or a phone call. Every request is prioritised, has a clear owner and a measured resolution time. We run the same structure not only in IT but also for human resources, administrative affairs and maintenance requests. That is what enterprise service management (ESM) means.
Details →Who is using which computer, phone, server and network device, which licence expires when, which subscription quietly renews itself: we gather all of it into a single record system. Assignment, warranty, the renewal calendar and decommissioning run in the same system; the inventory moves out of personal memory and into the organisation's records.
Details →We tie risks to their owners and place a control, and the evidence for that control, against each risk. Policies run under version control, audit findings are tracked to a deadline, and a regulatory change lands with the right person. Work on personal data, occupational safety and the environment is read from a single dashboard under the same roof.
Details →We break projects down into a work breakdown structure, make resources and capacity visible, and put budget and actuals side by side. Milestones, risks and decisions sit in the same record; management reads the whole portfolio from a single dashboard and discusses which work comes first by looking at data.
Details →We design and build internal systems and subscription-based SaaS products that run in the browser, sit behind secure sign-in and show content according to role and permission. We shape them around how your business actually works, and we share the source code with you.
Details →We bring your field, sales and customer-facing work into a single app. We design iOS and Android applications around your needs, build them with offline mode and push notification infrastructure, and publish them on the App Store and Google Play.
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