Contract Generation

Free up time for the legal team by automating standard, low risk documents

The Challenges

Manual contract generation of critical documents like contracts, letters and reports, can become a bottleneck for progressing business deals. Document templates can be time-consuming to find and outdated - one that doesn’t accurately reflect the current position of the business or is not on brand. Business users will often turn to emails and phone calls to get a ‘quick response’ from the legal team. The legal team responds, but with the same questions each time: “Who is requesting this?”, “What is the purpose?”. Considering the hundreds of documents requested from the legal team, we realise the number of repetitive and tedious hours spent each year when higher impact work should be prioritised instead. Furthermore, after stakeholders have signed the completed document, finalised contracts may not be centralised in a single repository.

How Checkbox Solves Contract Generation

Challenges

How Does Checkbox Address It?

High turn-around time for  documents which can slow down business deals. For both business users and the legal team, the manual collection of client data for the contract is time-consuming and repetitive.

Checkbox builds in smart, dynamic forms with complex rules and decision-tree logic, including calculations and weighted scoring, empowering business users to self-serve without requiring input from the legal team. 
 
These documents are automatically customised and can feature: 
 
1. Conditional clauses – only the relevant clauses are inserted into the document and numbered automatically. 
 
2. Dynamic tables to structure information in rows and columns that are adjusted automatically to the content. 

High risk of human error from manually creating contracts, and non-compliance if the incorrect, or an outdated template is used. 

The generation of documents is automated by populating an underlying master template which is compliant by design. 

Manual look up and rekeying of data from multiple sources, such as CRM systems. 

Data required for the documents is automatically retrieved from various systems including Hubspot, Salesforce, and SharePoint through REST API. 

Clients experience a tedious and lengthy contract signing process by having to download, sign and re-send their contract. 

Leverage e-signature in Checkbox to provide an effortless experience for clients and 
reduce friction and time to execution. 

Horizontal view of the approval and contract status is lost through back-and-forth emails.  

Track the real-time status with Checkbox dashboards where information such as contract status, e-signature status, and approval timestamps can be displayed.  

Minimal visibility on the finalised document post-signature. 

Generated and signed documents are all stored in Checkbox and can be sent to store in other document repository systems such as Google Drive, SharePoint, iManage, or NetDocuments.

How Does Checkbox Automate This?

1. Business user accesses the self-serve tool from their company portal:

A URL can be embedded inside the company portal, or iFrame can enable users to access the tool while staying inside the portal.

Smart forms with on-screen guidance enables a self-serve but intuitive experience for business users to provide necessary information to create contracts, e.g., contract start and end date, purpose of engagement, licence amount.

2. Business users provide information for the contract:

3. Checkbox automatically retrieves information from other systems:

Information from ERP, CRM, SCM systems, such as customer details, pricing, and clauses, can be retrieved to be used in contract generation.

4. Checkbox automatically generates the bespoke document:

Legally correct contracts are created inside Checkbox based on the customer details provided and in-built complex decisioning logic including calculations and weighted scoring.

5. Checkbox automates the decisioning process:

Built in decisioning logic to determine whether an approver is needed, and which level of approval is required.

6. Checkbox automatically sends the contract to relevant parties with requests to e-sign:

All relevant parties follow the DocuSign or AdobeSign experience to quickly and easily sign the document.

7. Checkbox can automatically store signed contracts in other document systems:

Signed documents are sent to store in central document repositories such as Google Drive, SharePoint, iManage, or NetDocuments. Oversee the document generation and e-signature status

8. Track the end-to-end lifecycle of the document through the Checkbox dashboard

The real-time stage of the document, along with all contract and e-signature details can be viewed.

What’s the Return on Investment?

On average, with Checkbox, clients save 2 hours* through streamlining the entire end-to-end journey. By assuming that 1,000 documents are generated per year, 2,000 hours from the legal team can be used to re-focus on higher priority work. This tool can also be used indefinitely as the business grows.

* Dependent on the document size

Benefits

  •  Empower the legal team to focus on high value strategic work 
    Providing an intuitive, self-service tool for business users will minimise the time required by the legal team to generate documents, allowing a re-focus on higher value work.  
  •  Faster turnaround time for business users ensures deals can be progressed faster
    Empowering business users to self-create compliant documents means the legal team does not block the progress of their work.
  •  Eliminate contract errors and maintain compliance
    By using compliant-by-design standard templates which are on-brand, operational excellence and a consistency in the legal service delivery is achieved.
  •  Improve maintainability
    Through no-code, the solution can be easily modified for any contract content, logic or format changes.
  •  Improve client’s experience
    Moving from manual paper-based contracts to e-signature makes the contract generation process convenient and effortless.
  •  Oversee the contract and e-signature status
    Track the contract across the stages of its life-cycle process through the Checkbox dashboard. Upon signature, documents are automatically directed to the repository of choice.

Key Features

  • No code app builder & studio
  • Smart and dynamic forms
  • Decision-tree logic
  • Document automation and generation
  • Automated email notifications
  • Approval workflow automation
  • E-signature and contract status tracking
  • Integrations with third-party systems
  • Tailored dashboards to view analytics and track progress

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