We know that each and every functional company invariably ends up having to deal with a series of documents, especially contracts - after all, they are essential to maintain due transparency in the constant agreements signed, which requires a contract management software.
With technology increasingly present in all internal routines of the most varied organizations around the world, it is natural that, over the last few years, all sorts of software aimed at optimizing the management process of documents and contracts in companies.
However, with so many different options available on the market, it can be quite difficult to decide which one is best for managing your company's contracts.
It is precisely for this reason that we have prepared this complete article, pointing out the best existing solutions in contract management software.
And, after all, what is contract management?
Before we start, we can define how contract management the entire set of practices established for the purpose of managing and maintaining control over the flow of contractual information in a company, centralizing all types of contracts that the company works on and making the process optimized and orderly.
Considering that a poor performance in this regard can cause numerous inconveniences, such as:
- rework;
- unnecessary accumulation of paper;
- excessive bureaucracy;
- slow communication;
- overload of administrative departments;
- lack of traceability;
- loss of business credibility and reputation;
- legal complications;
- financial loss.
Excellence in the management of contracts and other documents is a vital and absolutely essential practice in any company.
Although, for a long time, many companies, hostages to the oldest, redundant and obsolete practices of the past, insisted on the habit of keeping everything in physical documents, we can see that, with the implementation of technologic solutions increasingly present in the corporate world, even the most traditional organizations are gradually surrendering to the use of contract management software.
Between paid options and Returns, these software are already part of the work routine of most of the largest and most prominent companies operating in the market.
After all, there is no longer any need to occupy closets and closets with countless piles of papers, since files organized in virtual format are evidently more accessible than those present in traditional ways.
Considering everything that has already been said, the importance and urgency of using good contract management software in your company's activities is more than obvious.
However, it is worth mentioning that, even when the material is in the cloud, there still needs to be a lot of order and method in the management process. Hence, the importance of using good specialized software.
What to Consider When Choosing Contract Management Software
The criteria when choosing the document management software to be adopted by a company vary greatly, depending on the nature of the organization. However, there are some common points that must be taken into consideration during this stage. Basically, there are four:
Supplier company credibility
First of all, you need to carefully analyze the supplier's experience and reputation within the market.
Here, you are the customer: a company whose service does not enjoy good recognition among its public will most likely not be worth your investment.
customer feedback
Customer feedback is the final word on a company's strengths and weaknesses.
Be aware of what organizations that have already used the services of the supplier you are considering hiring say. If a certain mistake or hit appears to be recurring, it is likely that it will also happen to you.
System features
Be sure about the functions provided by the document management software in question, in order not to hire a service that is incompatible with your needs.
After all, a particular service may represent a particularly good solution for a case that does not apply to your reality;
Security
Be sure to meticulously check the security levels offered by the intended software, to ensure that your files and documents are kept in complete security. We are talking about the most valuable information regarding your company.
The 7 best contract management software solutions
It's time to choose the ideal tool to manage your business contracts.
We list seven excellent contract management software solutions found on the market – some more comprehensive, others more specific – and that can make a total difference in optimizing your contract processes.
ZapSign
The platform of the ZapSign is a powerful contract management and electronic signature tool. Through it, you can sign your company documents quickly, simply and efficiently, ensuring total security and legal validity.
You can access it either from home or the office, either through a computer, or from anywhere else, from a mobile device such as a cell phone, as long as it is connected to the internet.
With ZapSign, it is possible to upload the PDF file containing your contract to the platform, and then invite the respective signatories through the most diverse online channels, such as email, WhatsApp or others, as per your preference.
And, once this procedure is done, electronic signatures are made easily, safely and legally, at the simple click of a button – an extremely necessary feature, especially in these times when the pandemic has changed labor relations and face-to-face activities have been significantly reduced. .
Once duly signed, the contract is stored for at least five years on the ZapSign platform, which greatly facilitates its location and allows the document to be accessed from anywhere, in case, at any time, it is necessary to show it. .
docnix
O docnix is yet another excellent document management program, notable for its MaxDoc module, through which it is possible to conduct the processes of elaboration, review, approval, publication and notification of the generated documents.
The MaxDoc module also complies with various market standards and regulations, both nationally and internationally.
Ltd.
Mainly aimed at Quality management: Ltd. is a competent tool, and that also enables the document management.
With it, you can prepare and review your contracts, in addition to specifying the people responsible for each document.
This platform also has an efficient search system based on dynamic filters, making its use optimized, fast and practical.
ContractWorks CLM
Prioritizing security, the software ContractWorks offers multiple backup options and uses 256-bit encryption technology to store and share documents.
You can also create custom reports and track contracts and actions easily, thanks to a functionality that lets you convert images and PDF documents into text-searchable data.
On the other hand, its main disadvantage is that it does not allow revisions, making it necessary, in these cases, to restart the entire process – which can be a major inconvenience, especially in large companies.
ContractSafe
Standing out for its simplicity, the ContractSafe supports an unlimited number of users, not requiring complex user permissions common to other platforms. With it, it is possible to store, track and search documents with great speed and security.
The simplicity of this application has its downside: although ContractSafe can be integrated with other contract management software, it, by itself, works more like a spreadsheet - so, on its own, it doesn't offer many functions besides listing and searching the existing contracts.
Google Drive
Certainly the Google Drive presents itself as one of the most popular tools, both by companies and individuals – after all, it fully integrates all the features belonging to Google, such as: documents, spreadsheets, presentations, forms, among others.
For this very reason, it is common for many companies to use the Google Drive cloud to store and manage their contracts and other documents.
Two other great advantages that Google Drive presents is that it allows you to organize your files by folders, and also gives the manager control over access permissions and editing the stored content.
dropbox
Finally, we close our list with the dropbox. Similar to Google Drive, and just as popular, this platform is also intended for cloud file storage and sharing.
In its free version, it offers a limited storage space that totals 2 GB. However, it is possible to hire paid plans and expand this space to up to 1TB – a valid investment for those who work with a large flow of digital files.
Another advantage of Dropbox is that users who have used the service before do not need to create new accounts – the platform keeps previous versions active, allowing previously generated data to be retrieved.
Finally, if you want to know more about our contract management software tool that can help you, contact us and speak to one of our experts – just click here and we will be happy to serve you!
