Business, projects and contracts
Contracts
A registration and control module for the entire life cycle of the contract — from creation and numbering, through the management of addenda and payment schedules, to monitoring of financial drawdown through linked orders and invoices. The controller sees if the total contract limit is about to be exceeded.
Context
The Contracts module is a part of the internal company portal that we designed, developed and implemented for a client from the area of business, projects and contracts. The portal consolidates dozens of corporate agendas into one environment with unified login, roles and auditable history — and the Contracts module is a key part of it.
Challenge
The contracts lived on the network drive in folders named after whoever saved them. Each addendum was a new PDF with no clear link to the main contract. Payment schedules existed in Excel, maintained by one person — when she left, the schedule became outdated. The expiration of the framework contract appeared unexpectedly when the supplier refused further service. The overspending of the total volume of the contract was discovered only at the end of the project.
How we delivered
We designed a registration and control module that keeps the entire contract portfolio in order — from the framework contract to the last amendment.
Creation and numbering: each contract receives an automatically generated number according to the number series. A partner, project and conditions are assigned — including the total financial limit.
Additions and versioning: each amendment is recorded as a historical record linked to the basic contract. No free-floating PDF without context.
Payment schedules: the schedule is directly linked to invoicing — payable items enter the invoice process automatically. No billing is missed.
Usage monitoring: each bound order and invoice reduces the available volume of the contract. The controller sees in real time whether it is close to overflowing — and not until the end of the project.
Validity and notifications: the system will notify you before the contract expires — with enough time for renewal or new procurement.
Client benefits
End of lost contracts and forgotten expirations
notification before expiration gives time to renew.
Each amendment is linked to the basic contract
the history of changes is clear and auditable.
Payment schedules are right in the system
no billing is missed because of an outdated spreadsheet.
Exceeding the total limit of the contract is visible continuously, not at the end of the project.
Compliance and controlling have access to the complete documentation, including the history of attachments and notes.
Step-by-step workflow
The back-office or the lawyer creates the contract, adds the partner, the project and the conditions
Automatic generation of the contract number according to the number series
Upload the signed contract and attachments; record of validity and conditions
Addendum management as a historical change line (each addendum versioned)
Defining payment schedules — link to invoicing
Linking orders and invoices to the contract — the system monitors the total drawdown
Pre-Expiration Notice; checking the overdraft of the total limit
Module capabilities
- creation of a contract linked to a partner, project and team
- automatic numbering of contracts
- addendum management with versioning
- payment schedules linked to invoicing
- validity tracking and pre-expiration alerts
- monitoring of drawing and overdrawing of the total limit
- connection of orders and invoices for the complete economy of the order
- archiving of signed documents and attachments
- audit trail and contract notes
- Excel and record exports
Integrations
- partner directory (contracting party)
- projects and orders
- orders (superiority of contract)
- invoices received (payment by the obligor)
- sent invoices (drawing on the receivables side)
- PDF generator
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without interfering with the existing core. Clean code, documentation, and separate configuration files ensure that the system can be developed by another team — without depending on one person who knows "how it works."
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client is sure that the system works even after years.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.