Challenge
With the growing number of sales contracts to be managed each year, the company needed to digitalize and streamline the entire contract management process, from document preparation through electronic signature and archiving.
The initial scenario was still heavily reliant on paper documents, scans, and email exchanges, making it more difficult to monitor the status of contracts, track changes and approvals, and ensure immediate access to the correct documentation.
Contract templates were also distributed across different folders and departments, particularly Legal and Sales, creating the risk of using outdated versions, leading to rework and increasing the possibility of errors in the terms agreed with customers.
The goal was therefore to create a single, structured, and traceable digital process, centralizing templates and signed contracts, reducing manual activities, and speeding up collaboration between the different business functions.
The solution
Through ARXivar Document & Workflow Platform, the Contracts Solution, the Task Mail connector, and ARXivar Sign, we digitalized the contract management lifecycle by creating a single workflow from document preparation through signature.
Contract templates were standardized and centralized, with clauses defined by the Legal department, protected sections, and changes managed through a controlled process. This allows Sales and Legal to always work with the correct documentation, reducing verification activities and rework.
Customer requests, comments, and any contractual changes were also integrated into the digital workflow, making it possible to track communications, versions, and changes within the same case.
The solution also digitalized the collection of master data and the initiation of the electronic signature process, linking information and
Results
The digitalization of contract management enabled the company to create a single document repository, centralizing templates, cases, and signed contracts, improving access to information and version control.
Full workflow traceability also improved data quality and collaboration between Legal, Sales, and the other departments involved, speeding up information sharing and reducing manual activities related to changes, approvals, signing, and archiving.
The figures highlight the scale of the project: over 100,000 contracts managed every year, more than 80 users involved, and a 65% reduction in the time required to manage each contract.
A faster and more controlled process that enables the company to manage high volumes of contractual documentation while maintaining efficiency, traceability, and business continuity.
Talea Consulting
Talea Consulting specializes in the digitalization of companies’ internal processes: the innovation we deliver improves productivity, streamlines daily operations, and enhances business competitiveness.
Our flagship strength is a team of more than 15 Project Managers and consultants with extensive expertise in leading Business Process Management (BPM) technologies and strategies. Thanks to their experience, we help hundreds of clients optimize the flow of information, data, and documents that move in and out of organizations every day, as well as between different departments.
We apply our technical, consulting, and training expertise to deliver projects that adapt to and improve business processes across various departments. We achieve this by integrating with existing systems or developing tailored solutions based on our direct experience in specific business domains.