Digital Contract Management
Digital Contract Management
The maintenance contract renews itself because the cancellation deadline was missed — and nobody knows where the current version actually lives. Digital contract management with DocuWare ends both: all contracts live in one central digital contract file, deadlines are monitored automatically, and the responsible people are reminded in time — before it gets expensive.
What contract management delivers
One file per contract
Contract, amendments, correspondence and cancellation letters live together in one digital contract file — with partner, term, contract value and responsibility as index data. Linked documents lead from the contract straight to the correspondence.
Deadlines that announce themselves
Cancellation and renewal deadlines are monitored automatically: well before the due date, the responsible person receives a task — with the contract right at hand. Escalation included if nobody reacts. No Excel, no calendar reminders, no missed dates.
Access by role, proof included
Permissions control who sees which contracts — management everything, departments their own. Every change and every access is logged, the filing audit-proof and GDPR-compliant.
From draft to signature
On request, DocuWare accompanies the whole lifecycle: review and approval workflows for new contracts, automatic contract creation from templates and index data, electronic signature via our sproof integration (up to QES) — and finally deletion on schedule according to your deletion concept.
Four steps to contract management
From the contract pile to a monitored digital file.
Inventory
Which contract types, which deadlines, who is responsible — we structure it together.
Digitization
Existing contracts are taken over or scanned and fully indexed.
Deadlines & workflows
Reminders, escalations and approval processes are set up.
Operation
New contracts flow straight into the file — deadline monitoring works automatically.
At a glance
- Central digital file per contract
- Automatic reminders for cancellation and renewal deadlines
- Escalation if nobody reacts
- Role-based permissions, logged access
- Optional: contract creation from templates and e-signature
- Audit-proof and GDPR-compliant
Frequently asked questions
How do our existing contracts get into the system?
Paper contracts are scanned and indexed; digital content is taken over in a structured way — at scale with our digitization and migration routine if needed.
Who gets reminded — and what if nobody reacts?
The responsible person stored on the contract receives a task in time, with the contract at hand. If they do not react, the workflow escalates — for example to the deputy or manager. Due dates no longer pass unnoticed.
Can contracts be created directly in the system?
Yes — finished contract documents (Word) are created from stored templates and index data, for example an employment contract after an accepted application. Electronic signature can be connected.
Do all employees see all contracts?
No — permissions control access by role, department or contract type. Sensitive contracts (such as employment contracts) stay restricted to the authorized circle; every access is logged.
Get your contracts under control now
Bring your three most critical contracts — we will show you the digital contract file live.
Contact us now