Contract Approval Process

How do you make the contract approval process more efficient with less risk?

Are You Happy with Your Current Contract Approval Process?

If your company is like many, it has no efficient means of managing your contract approval process. Contract review requests may come through phone calls, faxes, or emails, creating a great deal of confusion and inefficiency.

The Problem with Manual Contract Approvals

• Employees and managers are unable to see where contract requests are in the approval process.
• New or revised contracts that need immediate approval to support the operations of the business or, in the case of sales, win new business, are delayed or lost due to the request not receiving approval in a timely matter.
• Request information is missing, requiring numerous back and forth communication to get all the required information.
• There is no audit trail for who requested approval, who approved it, when it was submitted/approved, etc.
• There is no high-level view of how many requests were submitted and where bottlenecks may be occurring.

Approving contracts with workflow management

A contract approvals workflow is an automated process that regulates the tasks involved in submitting, reviewing, collaborating on, and, ultimately, approving contracts in a highly-predictable manner ensuring compliance.

By providing employees with a central web dashboard for submitting and tracking a request for new contracts, timeliness and productivity are dramatically increased. After implementing a workflow management solution, the contract approval process becomes more streamlined. In some cases, approvals for contracts are received in a matter of hours, down from days or even weeks. Custom alerts and triggers ensure that anyone involved in the process is aware of their next task and when it's due. Redlines can be attached and sent back to the requestor for review.

Transparency

If desired by the administrator, the individual submitting the request can see the entire path of the submitted contract and who's "desk" it's sitting on. They will also know immediately if the new contract provisions are approved and will be able to review any revisions or comments that are made within the dashboard.

Once the process is complete and the contract approved it can be pushed into the organization's document management tool of choice for archival. Meanwhile, the entire approval process is auditable anytime.

Contract Approval Process Example

Below is one example of a contract approval process. Your process is probably different which is why Integrify lets you customize the workflow to your organization's needs. Use our drag and drop process builder to add tasks, approvers, logic steps, integration, whatever you need to make your process compliant and efficient.

Contract Approval Process Example: Oakland Unified School District

As part of the Oakland Unified School District's accountability and quality priorities, it needed to automate certain manual tasks that were bogging down its staff in paperwork and manual follow-up. In search of a simpler way to initiate vendor contracts, approve companies that do work for the district, and ascertain the necessary approvals from various levels within the district administration, OUSD turned to Integrify for an automated request management solution.

Read the Full Case Study

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