Specialist solution | legal SUITE

Contract management software from otris

  • Centralised contract storage
  • Controlled terms
  • KI integration
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What Contract management software does

You want to gain fast, complete and location-independent control over the lifecycle of all your contracts, from creation to structured filing and processing to archiving? Our Contract management software does just that and improves security and efficiency over the entire Contract life cycle..

All data can be found quickly by all those involved, and the information is always up-to-date and standardised.

The contract management system automatically monitors Contract Terms and alerts responsible employees.

otris contract digitalises and manages contract processes – from approval workflows to complex contract creation.

Our Contract management software at a glance

otris contract has a modular structure. This means that you choose a software edition and expand the range of functions with modules. This allows you to put together a solution that is customised to your needs from different software editions and modular extensions. On request, we can also integrate your company-specific workflows into the application. The goal: a solution that precisely meets your requirements and is scalable at all times.

otris Vertragsmanagement Software - Digitale Vertragsakte

Digital contract file

Our contract management tool records contracts including correspondence and versioning. The structured filing system and powerful search function enable quick searches. You can also archive contract files in an audit-proof and GoBD-compliant manner in the KPMG-certified otris archive.

Vertragserstellung, Digitale Signatur mit otris-Vertragsmanagement

Contract creation and digital signature

Intelligent template systems speed up the creation process and avoid errors. The strict specifications leave no room for deviations and also enable employees without legal training to create legally compliant contracts.

Fristenmanagement mit otris-Vertragsmanagement

Deadline control and resubmission

Automated warnings inform responsible employees before a Term expires. If employees do not respond to warnings, an escalation workflow ensures that a predefined group of people is also informed so that no deadline is missed.

Individuelle Workflows gestalten mit otris-Vertragssoftware

Customised workflows

With otris contract, you can digitise your company’s own contract management processes such as approvals, multi-stage signature procedures or data checks after contract entry. Our consulting team implements complex, customised workflows in consultation with you.

Differenziertes Berechtigungskonzept - otris-Vertragsmanagement

Authorisations and access control

otris contract integrates all contents of the contract database into a differentiated and individually configurable authorisation and access concept with clear rules and exceptions. This allows you to organise secure access to confidential documents.

Vertragsanalyse mit KI - otris software AG

Contract analysis with AI

With the help of AI-supported technologies, contracts are automatically analysed according to precise specifications and important data such as Contractual partners, terms and conditions are filtered out and added to the digital contract file – all in compliance with the GDPR.

otris contract increases security and efficiency in the contract cycle.

„From the initial meeting to the requirements analysis and implementation, the collaboration with otris worked extremely well.“

Ines Padovan
International Accounting, Deichmann SE

Why you should rely on contract management software from otris

Contract management software involves more than just managing contracts. Good contract management generates added value through standardisation in the processing, creation and research of contract descriptions. This allows employees to immediately find the data and documents they need to make informed decisions: e.g. upcoming terms, benefit claims or relationships between contracts.

Without contract management software, this information remains opaque. Conflicts due to different levels of knowledge, avoidable risks, time-consuming editing processes and wasted potential are the result. otris contract, our contract management software, helps you with all contract management challenges.

With over 25 years of experience, we have developed contract management software that is characterised by the following features, among others:

Usability. Simple and intuitive.

Ease of use thanks to a software interface that has been thought through down to the last detail is a top Priority in all otris developments. Working with otris contract can be learnt very quickly despite the high complexity of the system. The outstanding usability of the contract management software minimises the learning curve for new users and thus improves user acceptance after implementation.

Integration. Smooth and platform-independent.

otris contract is a browser-based application and therefore requires no installation on users’ workstations. The Contract management system is platform-independent and integrates into your IT environment without complications. Standardised interfaces enable smooth communication with existing systems. Not only the technical work with the system, but also the administration and customisation of the programme interface can be carried out conveniently via the web browser.

Functional scope. Customisable standard software.

In order to adapt the software functional scope to the given requirements, companies select one of the three software editions and combine extensions as required. If there are further requirements that are not covered by this standard scope of functions, otris consulting can implement customisation to meet your needs. From simple data field additions to complex interfaces to third-party systems – the otris contract architecture is designed to be so open that even extensive customisations can be implemented with manageable effort.

Scalability. Easy to expand.

Starting at departmental level and gradually rolling out the contract management system across the group is easy with otris contract. Not only the range of functions, but also the number of users can be expanded quickly and easily. You can also start with a small, cost-effective cloud solution that can be cancelled at any time. Once you are convinced by the practicality of the system, it is easy to switch to the company’s own server and expand the system. When switching from the cloud to the company’s own server, all system settings, configurations, data, documents and processes are also transferred.

Device-independent. Contract management app.

The myContract contract management app makes otris contract device-independent. This supports users who want to access their contract management on the go, for example, and only have their mobile phone to hand. The full range of functions is available via the app. Users can authorise contracts, forward draft contracts or upload a newly signed contract directly into the system using a photo upload. This speeds up processes and expands the options, even if the internet connection is poor when travelling. This is because data and documents that the user has marked as favourites in advance are also available offline.

On-Premises or Cloud. Operating mode selectable.

On-premises or cloud – you are free to choose which option you use. On-premises means that otris contract is installed on a server at your company location. With a cloud variant, you access the servers of a secure data centre (located in Germany) and use the contract management software from there. In both cases, you use a web browser to work with the software.

Which contract management edition suits your requirements?

In order to offer you the solution that best suits your company-specific requirements, we offer three editions and functional extensions (modules) to choose from.

STANDARD



Standard solution for all company-relevant contracts and contract documents. Standardised processes for terms, authorisations, controlling and reports, among other things.

Vorteile

  • Quickly ready for use
  • No IT resource commitment
  • No high initial investment
  • SaaS solution


SaaS from
490€ / month

Inform now

ENTERPRISE



Customisable to company-specific requirements and processes. Extended range of functions. Standardised interfaces.

In addition to STANDARD

  • Document tree
  • Organisational units
  • Extended Authorisation concept
  • Callback programming possible
  • SaaS or on-premises


SaaS from
990€ / month

Inform now

ENTERPRISE plus



Customisable with regard to company-specific requirements, processes and interfaces Based on an open DMS. Optional customised programming.

In addition to STANDARD and ENTERPRISE

  • Additional workflows and file types for other company processes
  • Customised programming possible
  • SaaS or on-premises


On request
/ Monat

Inform now
„With otris contract, the overall package of user-friendliness, requirements coverage and costs is perfect.“

Claudia Röthel
Legal Department, SOLDAN Holding + Bonbonspezialitäten GmbH

Modules for our contract software

With modules, you can expand the otris contract software to perfectly customise it to your requirements.

Office Drop. E-mail functions and Office integration.

Document and archive all your Contract correspondence easily and directly from Microsoft Outlook or other Microsoft Office applications. The Office Drop plugin connects Microsoft applications with your otris contract solution. You use the plugin to select Contract files to which you want to assign e-mails, for example. Regardless of whether you select a single email or several messages – otris contract breaks down the content (text, subject, sender, attachments) and organises it into the structure of the digital contract file. The result: a seamless contract history with complete correspondence. You can also access the contract database from Microsoft Office applications such as Microsoft Word or Excel and send documents to the target contract file without having to open otris contract.
The Office integration works bidirectionally. This means that you can use the Office Drop not only to transfer data from the Office application to otris contract, but also from otris contract to the Office application. Example: You want to attach a document that is stored in otris contract to an e-mail that you are writing in Microsoft Outlook. You use the plugin to access otris contract from Microsoft Outlook in order to select the relevant document and attach it to the e-mail. With the additional desktop component, you can import files from your drives into otris contract using drag & drop.

Signature. Digital contract signing.

The Signature interface enables the digital signing of documents in otris contract according to the respective procedure of the connected signature platform (e.g. DocuSign, FP Sign). Draft contracts that you prepare in otris contract are sent to the signature service provider via the interface at the touch of a button. The signature service provider creates an electronically signable version of the document. The recipient receives the document for verification/signature and is notified by e-mail. Once the contract has been signed, otris contract assigns the document to the corresponding file and updates the status.
You can obtain the licence for the signature interface from otris software AG. Licences for the use of the signature service can be purchased from the signature service provider of your choice.

Creator. Template and clause library.

The Creator module combines a template library with a clause library and supports you in creating contracts. The creation of Contract templates is simplified by the contract designer generating a template in the specified corporate design by simply selecting the desired clauses. Contract creation is simplified by the contract creator entering the required parameters (e.g. Duration, Contract Sum, Subject) for the selected template, which are then inserted into the draft contract in the correct place by the system. In this way, even employees without legal training can create legally compliant contracts. The system automatically documents which clauses were used in which contract.

Connector. Interface management.

The CRM / ERP connector is a uni- or bidirectional interface between CRM / ERP systems and otris contract. On the one hand, the interface is used to transfer business or contract partner data from a CRM or ERP to otris contract. In the other direction, otris contract-specific information is transferred to the system as links. In addition to this special connector, the software can be connected to any other third-party systems. The otris contract architecture ensures uncomplicated integration into your existing IT infrastructure.

Archive. Audit security archive.

The Archive module enables audit-secure archiving and chronological snapshots of contracts for a transparent Contract history. Various contract statuses including the associated documents, attachments, Remarks, notes or emails are ‘frozen’.

The archive component is certified by KPMG in accordance with IDW PS 880 and fulfils the requirements of commercial and tax law. These include the principles of proper accounting (GoB), the principles of proper IT-based accounting systems (GoBS), the principles of data access and verifiability of digital documents (GDPdU) and the Federal Data Protection Act. An Authorisation concept for active archiving and access to archived Contracts can be set up individually. Through the use of open interfaces, the expansion to a comprehensive archive can also be driven forward for data from third-party solutions. Communication with third-party solutions can take place at the touch of a button, through actions in workflows or automatically – for example, controlled by a predefined status change.

App Extended. Mobile Contract management.

The App Extendet extension makes the myContract app configurable and unlocks the full range of functions for mobile contract management. In addition to the advantage of transferring documents and processes that can be used offline to your mobile device, you also benefit from the option of executing actions: Approvals, forwarding or comments are handled via the app. Preconfigured, the app maps a classic application scenario in Contract management. If necessary, you can make adjustments, extensions or changes to the preconfigured functions and authorisation structures independently and without programming knowledge in the administration area.

Contract management software for special requirements

The feedback from our customers and Interested Parties shows just how diverse the requirements for a digital contract management system are.
In order to cover special requirements in the best possible way, otris customers combine the contract management software with other specialist solutions from our otris compliance SUITE or our otris privacy SUITE.

To the product world

Investment management

Participations successfully manage and group-wide.

To the product world

Legal matter management

Comprehensive information in every legal matter.

To the product world

Intellectual property (IP) management

Manage IP rights - digitally, securely and easily.

How does our contract software work?

More security, organisation, overview and control in contract management: as a contract management provider, we have already helped many customers to achieve greater success. Here you can see four practical examples.

Security. Automated monitoring of deadlines and schedules.

A contract for a service that could be purchased more cheaply elsewhere is unintentionally extended. The opportunity to negotiate has been missed. How do you prevent unwanted Renewals?

otris contract ensures security in Contract controlling through automated monitoring of terms and deadlines. You keep an eye on all deadlines and adhere to all Contract Terms. Events and possible actions relating to contracts are monitored automatically. The system informs you whether a Contract is due to expire, whether a cancellation option can be used or whether a Renewal is due.

otris contract, informs the responsible users and Divisions in good time by email and actively protects against unnecessary risks. Integrated escalation control ensures reliable monitoring of deadlines and dates. E-mail notifications are sent to an extended group of recipients before a specified response time has elapsed. Optionally, recipients from other hierarchy levels can also be added.

Overview. Time and money.

An employee is looking for a Contract but can’t find it because it’s on another employee’s local hard drive. This is not only frustrating, but also time-consuming. How do you create transparency?

otris contract shortens the time employees spend gathering information through centralised data storage and extensive search and sorting functions. Employees have more time for the actual tasks involved in Contract management: e.g. checking contract descriptions, negotiations, invoicing, researching contract terms, controlling. Up-to-date and complete information in these areas is the basis for legally and commercially correct decisions.

Order. Recording and analysing.

An audit is due. Comprehensive data on receivables and payables from existing contracts must be collated quickly and correctly. How does digital contract management simplify reporting?

otris contract helps you – not only for external audits – to understand which receivables and payables result from contractual relationships. Costs and income are recorded and directly assigned to the contracts that caused them. Regularly recurring payments are only stored once as a periodic Payment series and automatically calculated further.

Payments can be displayed graphically and in tabular form, analysed and transferred to Excel workbooks. Generate reports at the touch of a button and quickly gain an overview of all expenses and income for the stored contracts. Monitor compliance with budgets, create forecasts for future developments or calculate statements of outstanding payables.

Control. Access and data protection.

A loan agreement ends up in the hands of an employee. The contract contains sensitive information that is not intended for him, but only for the management and finance department. How do you improve data protection in your contract management?

otris contract regulates access to contract types and individual contracts via a fine-grained authorisation concept. When setting up the system, you define which principles this authorisation concept follows: e.g. the authorisation that employees of a defined Division with a managerial function have read and write access to certain contract types and that the remaining contracts are not displayed for them. With otris contract, access can be controlled not only for individual companies, but also for the group-wide corporate structure.

Try otris contract contract management software now!

Would you like to get to know a contract management software that improves security and efficiency and is user-friendly at the same time? Then we look forward to receiving your request for our free demo version. Optimise your digital contract management with otris contract. You gain full control over the lifecycle of all your contracts: from creation to structured filing and processing to archiving. It’s best to get in touch with us today!

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FAQs: Frequently asked questions about contract management software

What is contract management?

Contract management is a process for the efficient administration of contracts, from creation and signing to archiving and monitoring compliance with contract terms and conditions. The aim is to optimise performance, minimise financial and operational risks and ensure compliance with legal and internal guidelines.

What is part of contract management?

Contract management includes contract creation, negotiation, signing, storage and analysis as well as the monitoring of deadlines, risks and compliance requirements. Contract management includes tools and processes to manage contracts efficiently and minimise operational and financial risks.

Why otris contract?

Thanks to years of experience and continuous further development, otris contract has a very high professional standard. In addition, our contract management software can be combined with other otris-legal solutions and offers a high degree of flexibility.

How does the otris contract management software adapt to the specific requirements of a company?

Our three editions can be combined with other modules as a basis. The otris contract ENTERPRISE plus edition is fully customisable and can be adapted to all company-specific requirements, processes and interfaces.

The edition is based on an open DMS. All company-specific requirements can be implemented using standardised extensions and optional individual programming.

What technical requirements are necessary to use otris contract?

The technical requirements for using otris contract are very low. If you use our solution as SaaS, all you need is Internet access and a browser.

How does contract management software help to save costs and increase efficiency?

Contract management software helps to reduce costs and increase efficiency on many levels by automating administrative tasks, reducing manual effort and errors, ensuring compliance and optimising contract terms.