Contract Automation - Ultimate Guide and Software Solution

January 15, 2024

This guide dives into what contract automation is, how it works, and why businesses should embrace it. Discover the benefits, including increased efficiency, reduced errors, and enhanced productivity. We also provide essential questions to consider when selecting the right contract management software.

James Fyfe
Co-founder - CEO

Contract automation, supported by cutting-edge contract automation software, has revolutionized how businesses handle their contractual obligations. 

In this comprehensive guide, we will go into the details of contract automation, exploring what it is, how it works, and why businesses should embrace this transformative approach. 

We will also discuss the main features to look for when selecting contract automation software and introduce you to Portant  - a powerful solution for automated contract management.

What is Contract Automation?

Contract automation is a technological advancement that simplifies and streamlines the entire contract lifecycle. It encompasses the use of contract automation tools and contract management software to automate the creation, execution, and management of contracts. 

This process involves replacing manual contract processes with automated workflows, drastically reducing the time and effort required to create and manage contracts.

Manual contract management processes are often time-consuming and error-prone, leading to inefficiencies and frustration within organizations, that is why contract automation seeks to address these issues, making the entire process more efficient, accurate, and secure.

How Does Contract Automation Software Work?

Contract automation software is designed to streamline and optimize the contract management processes. 

Here's a breakdown of how it works:

1. Contract Creation 

With contract automation, businesses can quickly generate contracts using predefined contract templates. These templates are customizable, allowing organizations to tailor them to their specific needs. This eliminates the need for starting from scratch for each new contract, saving valuable time in the long run. 

2. Automated Workflows

Contract automation tools enable the creation of automated workflows that govern the entire contract lifecycle management process. These workflows define the contract process, from the initial drafting to approval and execution. The contract automation workflow ensures that all necessary steps are completed in the correct order, reducing the chances of errors and delays.

3. Approval Processes

One of the key features of contract automation software is the ability to create approval workflows. These workflows dictate who needs to review and approve the contract at each stage. 

By automating this process, organizations can expedite the approval process and minimize bottlenecks.

4. Electronic Signatures

Electronic signatures, or eSignatures, are an integral part of any contract automation tool. These digital signatures can be easily applied to contracts using contract automation software, eliminating the need for manual signing and document exchange. This not only saves time but also enhances security.

5. Notification and Communication

Contract automation solutions often include automated notifications and communication features. These tools send reminders for important contract milestones and enable seamless communication among the involved parties. This ensures that each party stays on the same page throughout the contract lifecycle.

6. Data Integration and Security

Contract automation software can seamlessly integrate with various business tools and systems. This allows for efficient data integration and ensures that contract data is accurate and up to date. 

Also, robust security measures are in place to protect sensitive contract information from unauthorized access.

Why Should Businesses Automate Their Contracts?

Embracing contract automation has many benefits for businesses. 

Let's explore some of the key advantages:

1. Efficiency 

Manual contract management is often a time-consuming and error-prone process. With contract automation software, organizations can streamline their contract management processes and significantly reduce the time and effort required to create and manage contracts. This efficiency allows businesses to focus on other business operations and growth opportunities.

2. Minimized Chances of Errors

Manual data entry and contract creation processes are susceptible to errors, which can have significant legal and financial implications. Contract automation helps minimize these errors by ensuring that contract terms and conditions are accurately documented and executed.

3. Increases Team's Productivity

By automating contracting processes, businesses free up their teams from boring and repetitive tasks. This leads to an increase in overall productivity, allowing employees to concentrate on strategic initiatives and valuable activities.

4. Satisfied Customer Turnover

Automated contract workflows provide a seamless and efficient experience for customers, partners, and internal stakeholders. This leads to higher satisfaction levels and has a positive impact on customer retention and business relationships.

The benefits of contract automation extend across industries and are particularly relevant for businesses dealing with many contracts, such as legal departments, sales teams, and procurement functions.

How to Pick the Best Contract Management Software for Your Business?

Choosing a contract management software that suits your needs is a crucial long-term decision for your organization. 

Here are some questions you should ask yourself when evaluating potential solutions:

1. Is the Platform User-Friendly?

The ease of use is essential for a contract management solution. Your team should be able to adapt to the software without extensive training quickly.

2. Does It Work Smoothly Without Hindering Your Working Progress?

The software should enhance your contract management processes, not slow them down. Ensure that it integrates seamlessly with your existing contract automation workflows.

3. What Integrations Does It Provide?

A good contract automation solution should integrate with other business tools and systems you use, such as CRM software (like HubSpot), document management systems, and email platforms.

4. Are AI Features Integrated Into the Platform's Workflow?

Artificial intelligence can enhance the contract creation drafting process by suggesting clauses and identifying potential issues. In the current area of AI, it’s a plus if the software has some AI-driven features.

5. Is Your Data Secure?

Security is crucial when dealing with contracts. Ensure the software provides data security measures and aligns with relevant data protection regulations.

Contract Automation with Portant

Portant is a cutting-edge contract automation solution that takes contract management to the next level. With a user-friendly interface and various powerful features, it's an excellent choice for businesses looking to streamline their contract management processes.

Automate Your Contracts with eSign

Portant simplifies the contract creation process by allowing you to automate your contracts with eSign. 

Here's how it works:

  1. Start by opening Portant and selecting your desired contract template.
Portant's Library of Template that You Can Automate
  1. Connect your data source to populate the contract template with relevant information.

  2. Customize the template as needed to align with your specific requirements.
Portant's Non-Disclosure Agreement Template

  1. Click 'Automate,' and Portant will cover the rest. It will request eSignatures from the necessary parties by either using a {{tag}} variable or adding the emails of the relevant parties.  

Once all parties have signed the contract, Portant will automatically share the signed documents via customized emails, further simplifying the process.

With Portant, the days of manually copying and pasting data into contract templates are a thing of the past. You can now automate your contracts with just a few clicks, making the entire contract lifecycle more efficient and less error-prone.

Key Benefits of Portant's Workflow

Portant offers numerous benefits that make it a go-to contract automation solution for businesses seeking to streamline their contract management processes:

  1. Efficiency: The software simplifies and speeds up the contract creation process, saving your team valuable time and resources.

  2. Accuracy: Automation minimizes the chances of errors and discrepancies in contracts, ensuring that all terms and conditions are correctly documented.

  3. Simplified Collaboration: The platform facilitates collaboration among different teams and internal stakeholders, making it easy to work on contracts collectively.

  4. Enhanced Security: Portantprioritizes data security, ensuring that your confidential contract information remains protected.

  5. Integrations: The software seamlessly integrates with other business tools, creating a centralized repository for all your contract-related data.

  6. eSignature Support: The built-in eSignature functionality ensures a streamlined and secure signing process.

Portant empowers your legal teams, sales reps, and other stakeholders to efficiently manage contracts, close deals, and stay on top of all contractual obligations. 

It's a game-changer for businesses seeking to thrive in today's digital landscape.

To sum up, contract automation is a game-changing approach to contract management that offers numerous benefits, including increased efficiency, reduced errors, and enhanced productivity. 

Selecting the right contract automation software is crucial, and solutions like Portant are leading the way. By automating your contracts, you not only save time and resources but also create a more secure and collaborative environment for your entire organization. Embrace the future of contract management with contract automation software and stay ahead in the digital transformation era.

Are you ready to experience the benefits of contract automation for your business? Explore Portant today and transform the way you manage contracts.

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