How can you automate the contract approval process without investment or unnecessary expenses?
First, to avoid purchasing NEW software products, you can use free software services that do not automate the process but significantly simplify contract-related work. The best-known option is an email service such as Gmail or Outlook. In this case, the contract workflow consists of the following steps:
- creating a contract on a computer;
- sending the document to the responsible person for approval;
- receiving a response.
This approach has several disadvantages:
- no central contract repository;
- no document profiles;
- no contract deadline tracking;
- no version control.
You can also use Google services, including Google Docs, Google Sheets, and Google Drive, to work with contracts. Their main advantage is the ability to collaborate on document content and store contracts in a shared repository.
However, this approach also has some disadvantages:
- no control over document statuses, such as in progress, pending, being drafted, or closed;
- no control over document approval deadlines;
- approval history and related correspondence are not always available.
In addition, you will need to create a separate Contract Register to monitor document statuses.
Second, you can use ERP systems that have already been implemented in the company, such as 1C. However, contract workflows in these systems can only be configured partially, primarily through document statuses.
Third, to avoid purchasing new software for automating the contract approval process, you can hire software developers. They can build a solution that addresses your automation needs, but their services will still involve additional costs.
To save time and financial resources, it may be more efficient to purchase a specialized CRM system from the outset. Such a system can not only organise contract-related work but also:
- automate HR processes and the management of personnel and financial documents;
- create an archive for technical documentation;
- configure project and KPI management.
