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Managing Contracts with EspoCRM

Introduction

At dubas s.c., we rely on EspoCRM as the central hub for managing our business operations, including customer relationships, projects, and legal documentation. A key aspect of our system is the Contracts Management feature, tailored to store and track agreements with both customers and business partners. This article details our custom implementation, its usage, and the tangible benefits we have experienced.

Implementation of Contracts Management in EspoCRM

Why Contracts Management Matters to Us

Managing contracts efficiently is vital for maintaining transparency, ensuring compliance, and fostering trust with our clients and partners. To achieve this, we developed a custom Contracts Entity in EspoCRM to consolidate all contract-related information in one place. Our approach aligns with our internal policy of storing all company-related data within EspoCRM.

Key Features of Our Contracts Entity

  • Unified Storage: Contracts with business partners, customers, and even terms and conditions accepted via registration forms are stored in the Contracts entity.
  • Dynamic Naming: Contract names are automatically generated if not explicitly specified, ensuring consistency.
  • Contract Hierarchy: The entity supports parent contracts and sub-contracts, allowing us to track related agreements efficiently.

  • Contract Types: We classify contracts into categories such as:

    • Service Agreements
    • Data Processing Agreements (DPA)
    • Non-Disclosure Agreements (NDA)
    • Appendices

Handling Appendices

For appendices, we introduced a feature to specify the parent contract they are associated with. This ensures that all appendices can be listed and managed under the primary contract, maintaining a clear structure.

Data Fields Captured

  • Basic Details:

    • Name of the contract
    • Status (e.g., Active, Expired, Draft)
    • Dates:
    • Signing date
    • Start date
    • End date
    • Relationships:
    • Related account
    • Associated contacts
    • Attachments:
    • Scanned copies of signed agreements
    • Additional documentation (e.g., amendments, supporting materials)

Usage and Workflow

Storing and Organizing Contracts

All contracts are systematically logged into the system upon signing or acceptance. For example, when a customer agrees to our terms and conditions during registration, the agreement is automatically recorded in the Contracts entity.

Linking Contracts

By leveraging EspoCRM’s relational database capabilities, we:

  • Link contracts to associated accounts and contacts, ensuring quick access.
  • Relate appendices to their parent contracts, streamlining navigation and reducing confusion.

Tracking and Monitoring

Using EspoCRM’s reporting and filtering tools, we monitor:

  • Contracts nearing expiration for timely renewals.
  • Active agreements to identify ongoing obligations.

Centralized Access to Documentation

Scanned copies of contracts and relevant attachments are uploaded directly to the entity, making EspoCRM a single source of truth for legal documentation.

Benefits of Our Implementation

Improved Organization

Having all contracts stored in a centralized system has eliminated fragmented storage and reduced time spent searching for documents.

Enhanced Compliance

By maintaining detailed records of all agreements, we can easily demonstrate compliance with legal and regulatory requirements.

Streamlined Processes

Automation, such as auto-generating contract names and linking related agreements, has minimized manual effort and improved data accuracy.

Better Risk Management

Proactive tracking of contract statuses and expiration dates ensures we never miss critical deadlines, reducing operational risks.

Practical Examples

Example 1: Managing Customer Agreements

When a customer registers on our platform and accepts the terms and conditions, the system automatically creates a new entry in the Contracts entity. The contract is linked to the customer’s account, with all relevant details and attachments stored for future reference.

Example 2: Handling Appendices

During negotiations with a business partner, we may agree to additional terms in the form of an appendix. The appendix is recorded as a sub-contract under the main agreement, ensuring all related documents are interconnected and easily accessible.

Conclusion

Our custom implementation of Contracts Management in EspoCRM has significantly enhanced our ability to organize, track, and manage agreements. By tailoring the platform to meet our unique business needs, we have improved efficiency, ensured compliance, and provided a solid foundation for future growth.

If you’re interested in implementing a similar solution, we invite you to explore our services at devcrm.it.