Contract Management
VECTICUM contract management solution allows centralized creation, approval and signing of contracts with a qualified e-signature. The entire process takes place in one system - quickly, securely and without unnecessary paperwork.
Try NowWhy is it worth using?
Centralized Management of All Contracts
All company contract information is stored in one system, in unified registers with a clear structure - this ensures order, data accessibility and faster work with documents.
Automated Approval and Signing Sequences
Each contract category can be assigned separate approvers and signers. Approval processes are easily launched in the system with the ability to adjust for individual cases.
E-Signature Integration with eIDAS Compliance
Contracts can be signed with a qualified e-signature, reviewed and approved directly from the system, by email or mobile device. Security, traceability and compliance with EU legislation are ensured.
Long-Term Storage and Control
Contracts are stored in a long-term system, automatic reminders can be set about their expiration - reducing the risk of missing important dates or deadlines.
Efficient Document Integration with Other Modules
Contracts can be linked with invoices or purchase orders (if such modules are used) - this helps to see the full context and ensure control throughout the procurement process.
Flexibility and Adaptability
The solution allows creating unlimited templates, adding additional fields, comments, and individualizing register structures - this allows adapting the system to company specifics without complex solutions.
How does it work?
Register and Template Preparation: Contract and company registers are created with the required metadata and contract templates are prepared.
Contract Preparation and Approval: The contract is prepared according to the template and sent for approval according to the established approval sequence.
Electronic Signing and Archiving: After approval, the contract is signed with a qualified e-signature and stored in the system with a validity control function.
Reminder and Deadline Management: The system sends reminders about contract expiration, allows writing comments and reviewing approval history.
Contract Management Features
- Company contract database in one place. During implementation, we create two contract registers (with the same metadata set) with the Customer desired contract categories and types;
- Different registers have the same metadata set consisting of these standard fields: author, contract party, contract category, contract type, contract no., department, department manager, title, contract date, contract end, contract amount, reviewers, additional reviewers, signed by hand, external signature, employee signature, contract document. According to Customer needs, up to 5 additional simple non-calculated metadata fields can be created.;
- One company (supplier) data register;
- Ability to prepare contracts using contract templates. During implementation, up to 2 contract templates will be implemented and we will train the Customer on how to modify existing templates or create new ones. Only contract register metadata can be used in the template. Creation of additional metadata fields is not included in the project scope.
- The contract will be sent for review and signing according to the designated approval workflow. The Customer sets standard approval workflow participants for different contract categories.
- Approval workflow sequence:
- Reviewers assigned to the category review;
- The company representative assigned to the category signs. The external signing person is specified manually on the contract card;
- Ability to manually specify additional reviewers who may be needed beyond the standard assigned reviewers.
- Approval and/or signing of contract annexes;
- Document signing with qualified electronic signature meeting eiDAS requirements:
- signing new .pdf documents with e-signature; reading received .pdf document signatures and adding e-signatures;
- reading received adoc format document signature data and ability to add e-signatures;
- automatic qualified e-signature validity check for contracts signed via Vecticum and sending for new signing when validity expires;
- Long-term contract storage;
- Ability to create automatic reminders for the register about approaching contract end (subscription);
- Ability to write comments;
- Ability to link contract with other available modules purchase orders or invoices (if the Customer has such modules);
- Ability to approve / sign contracts from email, via phone, or when logged into the system;
- Contract search, filtering, review;
- Metadata export to Excel.
- Additional features available for an extra fee:
- additional contract metadata fields;
- calculated or dynamic metadata fields;
- different metadata sets for different contract registers or categories;
- different approval sequences for different contract categories;
- separation of company registers into several separate ones (e.g. buyers/sellers);
Frequently Asked Questions
What is Vecticum?
Vecticum is a flexible business management system designed to automate various processes: from vacation or invoice approval to customized business solutions. It allows centralized document management, ensures security, smooth employee operations and easy adaptability for both small and large organizations.
What is the price of Vecticum?
Vecticum offers flexible pricing plans tailored to the company’s number of employees and the scope of selected solutions. To receive a personalized quote, please fill out the inquiry form or contact our team.
How to try Vecticum?
To try Vecticum, fill out the registration form – our team will contact you and arrange a demonstration and trial opportunity based on your needs.
How quickly can the Vecticum system be launched?
Standard solutions can be launched within one hour. Each company’s launch process is coordinated individually, taking into account the number of selected modules and the organization’s internal processes.
Is Vecticum suitable for small and medium-sized businesses?
Yes, Vecticum is a flexible platform suitable for small, medium, and large organizations. Solutions are easily adapted to individual business needs.
Can foreign companies or employees use Vecticum?
Yes, Vecticum supports multiple languages – the system is available in English, Lithuanian, Russian, Polish, and Latvian, making it easy to use for international teams.
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