Document and contract management
Document and contract management
We build systems for digital document and contract management. The right version, the right permissions, and monitoring that warns you before a contract silently renews for another year.
- A warning before contracts renew
- One version that always applies
- A traceable log on every change
What is digital document management?
Digital document management is not about storing files in the cloud, everyone already does that. It is about knowing which version applies, who may see it, and being able to find it in two years when the person who wrote it has left.
One version that applies
No more filenames ending in final_v3_REVISED. The system tracks which version is current and keeps the old ones.
Searchable content
Search inside document text and properties, not just filenames.
Permissions
Control who may read, edit and share per document or category.
Traceability
A log of who opened, changed and shared what, which audits require.
Metadata
Customer, project, contract type and dates that make documents sortable and monitorable.
Retention
Rules for how long something is kept, so old material disappears on schedule.
Contract management: monitoring terms and notice periods
Digital contract management is less about where contracts sit and more about what happens to them over time. The expensive part is rarely the content, it is that nobody remembers the notice period. A contract that renews for a year because nobody spoke up in time costs more than the entire system.
Monitoring
A reminder well before the notice date, to the right person rather than a shared mailbox.
Contract overview
Every contract in one place with counterparty, value, term and owner.
Automatic renewal
Self renewing contracts are flagged separately, because they are the dangerous ones.
Versions and annexes
Amendments linked to the main contract instead of scattered across inboxes.
Digital signing and traceability
Signing is often where a contract stalls. Printing, signing, scanning and emailing back and forth takes days when it could take minutes.
Signing in the system
We connect the signing service you already use rather than introducing yet another tool.
Real time status
You see who has signed and who you are waiting on, without having to ask.
Filed immediately
The signed contract lands in the right place with the right metadata automatically.
Evidential value
Signing logs and timestamps are preserved, which you need if the contract is challenged.
Permissions, GDPR and retention
Personal data inside documents is one of the most common reasons a system fails an audit. The requirements can be built in from the start rather than patched on afterwards.
- Permission control per document, category or department
- Logging of who read and changed what
- Retention rules that remove material when its storage period expires
- Disclosure and erasure of personal data on request
- Data stored inside the EU where the business requires it
Integrating with the systems you already have
A document system that lives on its own quickly becomes one more place to search. The value comes when documents appear where the work already happens.
ERP
Contracts and documents linked to customer, project or order rather than a separate folder tree.
Existing storage
We can build on top of SharePoint, Google Drive or your own server instead of moving everything.
Incoming documents are captured and filed automatically against the right customer or project.
How it works
ContextA document system is one example of custom system development.
RelatedContracts and documents usually belong to projects and orders. Read how we build and integrate ERP systems.
Free intro call
We go through where documents live today and what goes wrong.
Proposal in 48 hours
Scope, timeline and fixed price.
Monitoring first
Contract overview and reminders go live first, since they save the most immediately.
The rest follows
Signing, integrations and retention are added as we go.
Frequently asked questions about document and contract management
What is digital document management?
A system that tracks which version of a document applies, who may see it, and keeps it searchable over time. The difference from saving files in a folder is version control, permissions, traceability and the ability to monitor dates.
What is the difference between document and contract management?
Document management covers all documents: versions, search and permissions. Contract management is a specialisation adding what contracts require, above all monitoring of terms, notice periods and automatic renewal. Most companies need both in the same system.
Can the system warn before a contract renews?
Yes, and it is usually the feature that pays for itself fastest. The system reminds the responsible person well before the notice date, and self renewing contracts are flagged separately since they are easiest to miss.
Can we keep SharePoint or Google Drive?
Yes. We often build on top of the storage you already have rather than moving everything. Files stay where they are while the system adds version control, monitoring, metadata and search on top.
How is GDPR and personal data handled?
We build permission control, logging and retention rules in from the start. That means material is deleted when its storage period expires and you can disclose or erase personal data on request without searching manually.
Can contracts be signed digitally?
Yes. We connect the signing service you already use so signing happens in the flow, and the signed contract is filed automatically with the right metadata and a preserved signing log.
What does a document or contract management system cost?
A system with contract overview, monitoring and permissions normally starts around 150,000 SEK. Signing, integrations and advanced retention push the price up. You get a fixed price before the build starts.
How long does it take to get started?
Contract overview and monitoring are usually live within 6 to 10 weeks. Signing and integrations are built after that, so you stop missing notice dates before the rest is finished.
Tell us how you handle documents today
Describe where your documents live and what goes wrong, and we will get back to you within one business day.