Automation CZEN

Automation · Finance and documents

Contract and document management from template to archive

Contracts stop being made by rewriting an old Word file and stop lying scattered across e-mails. We connect what you already have – Google Workspace or Microsoft 365, CRM, accounting software, electronic signature and data box (datová schránka) – into one flow from template to archive.

Free audit · 30 minutes What do you run on?

Does this sound like your contracts?

In most companies, contract management does not run on software but on e-mails and people’s memory. A contract goes through the printer, the scanner and a drawer, and along the way versions, deadlines and the record of who approved what get lost.

  • “Our contracts are in e-mails, on a drive and in binders, and nobody knows which version is valid.”

  • “Who approved the contract? We have to dig through e-mails to find out.”

  • “At the end of the year we do not know how many contracts we actually have and with whom.”

  • “We wait a week for a signature because the managing director is always away.”

  • “We do not know whether an electronic signature via SMS is valid.”

  • “Our data box deleted a message we forgot to download.”

Flow

How a contract moves through your company – and where we watch it

From draft through the approval workflow and signature to the register and archive. We automate the routine; decisions stay with people.

  1. 01

    Draft

    Data from a form, CRM or accounting software is filled into the approved template. A PDF with a contract number is created.

    Person: Adds only what the system cannot know.

  2. 02

    Approval

    The contract goes to the right approver based on type and value. Who approved it and when is recorded.

    Person: Approves with one click or sends it back for changes.

  3. 03

    Signature

    Sent for electronic signature. The signed PDF comes back into the system on its own.

    Person: Signs without a printer, scanner or courier.

  4. 04

    Register

    Entered into the register with the contract end date, notice period and responsible person. An alert comes in advance.

    Person: Decides whether to renew or terminate the contract.

  5. 05

    Archive

    Stored in a single structure with naming and a retention period. Received data box messages too.

    Person: Searches with filters, not in binders.

6 contract management modules

You do not have to take everything. We start with what hurts the most.

01

Generating contracts from templates

A template from your lawyer in Google Docs or Word. Data from a form, CRM, accounting software or ARES. The result is a PDF in the right folder, and the legal text does not change during generation.

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02

Approval workflow

An approval matrix by contract type and value. Approval with a button in e-mail or in Teams, a reminder when the approver does not respond, and a record of who approved and when.

03

Electronic contract signature

Signi, DigiSign, Bank iD or the built-in signature in Raynet. The signed PDF comes back into the CRM, register and archive, and nobody has to download and forward it.

04

Register and deadline tracking

Contract end date, notice period, automatic renewal and price indexation. We track the last day to give notice, not just the contract end date. The responsible person gets an alert as far in advance as you set.

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05

Archiving and data boxes

A single structure, naming and retention period by document type. Received data box messages are saved to the archive with their attachments before the data box deletes them after 90 days.

06

Search and conversion of old contracts

Full-text search and filters over the register. We convert old PDF contracts into the register: AI suggests parties, dates and deadlines, and a person checks uncertain values.

Commonly used software

What do you run on?

We build electronic contract signature and the register on tools you already have. Here is what is possible.

  • Google Workspace

    A template in Google Docs with fields, copying, filling in data and export to PDF via API. It can be triggered from a form or spreadsheet.

  • Microsoft 365

    A DOCX template on SharePoint or OneDrive, conversion of the finished contract to PDF via Microsoft Graph.

  • Signi

    REST API and a webhook that sends a link to the signed file after signing. Connection via API or an integration platform, a connector for Power Automate. Recipients do not need an account.

  • DigiSign

    REST API with a test environment and connection via an integration platform. Signer verification by e-mail, SMS or BankID.

  • Bank iD SIGN

    Advanced electronic signature through the signer’s bank identity.

  • Raynet CRM

    Built-in online signature, a document library and attachments via API, export of quotes and orders to PDF.

  • ABRA Flexi

    Records of customer and supplier contracts; it can generate invoices from customer contracts. Attachments to records.

  • POHODA

    A Documents tab on records for attached files, and attaching documents to an e-mail directly from POHODA. Data via XML and mServer.

  • Data box (datová schránka)

    Received messages can be downloaded via the ISDS web services and saved to the archive with their attachments.

Do you only have your contracts in Word and in binders? That is a starting point too. In the audit we will tell you whether a spreadsheet and an off-the-shelf e-signature are enough for now.

When you do not need us

We do not sell a DMS or electronic signature licenses. When an off-the-shelf solution is enough, we say so.

You sign only a few contracts a month
An off-the-shelf e-signature such as Signi or DigiSign and a clear contract spreadsheet are enough. We will show you which fields to have in it.
Contracts are created in your CRM or accounting software
Raynet has a built-in online signature, ABRA Flexi keeps contract records and generates invoices from them. First we turn on what you already pay for.
You need a large DMS or records management system
For large organizations with complex document flows there are off-the-shelf DMS systems. We help you choose one and connect it to the rest of the company.
You need the content of a contract written or changed
That is work for a lawyer. We do not write contract content; we build the process around templates you provide.

We generate contracts from a template ourselves

Our own operations · PackLabs

Contracts for temporary workers from one form

Our contracts with temporary workers are created from an approved template as a finished PDF; nobody retypes them by hand.

How it works

  1. 01

    Free audit

    30 minutes. What contracts you have, where they are created, who approves them and where they are kept.

    Output: Recommended next step

  2. 02

    Contract map

    We go through the path of a contract from template to archive and pick what hurts the most.

    Output: Proposed modules and price

  3. 03

    Pilot

    One contract type from template to signature and entry into the register. Live data only after your approval.

    Output: Verified flow

  4. 04

    Rollout

    Training for sales and management, and a short guide on where to find what.

    Output: Contracts in operation

  5. 05

    Maintenance

    We step in when an alert or signature fails, and update templates as things change.

    Output: Ongoing support (optional)

Frequently asked questions

Is an electronic contract signature valid?
Yes, the Czech Civil Code allows an electronic signature for written form (Section 561), and between businesses even a simple signature is enough; with authorities a recognized signature is required (Act No. 297/2016 Coll.). How to sign a contract created from a template is described in our article on generating contracts from Google Docs.
What is the difference between a simple, advanced and qualified signature?
A simple one is, for example, a code from an SMS; an advanced one is uniquely linked to the signer (for example Bank iD SIGN); and a qualified one has the same effect as a handwritten signature under the eIDAS regulation. In the audit we go through which contracts you sign and with whom.
How does a contract approval workflow work?
By rules you set: contract type, value, non-standard terms. Regular contracts are approved by a manager; those over a limit go to the managing director or a lawyer. Approval is done with a button in e-mail or in Teams, and each approval leaves a record of who and when.
Can a DPP or employment contract also be concluded electronically?
Yes. The Czech Labor Code has allowed this since October 1, 2023 (Section 21), but with its own rules, mainly for delivery to the employee’s private e-mail. We describe the procedure for temporary workers and employees separately on the page about the electronic agreement to complete a job (DPP).
Do you also write the content of contracts?
No, we are not a law firm. You or your lawyer provide the templates. We prepare them for automatic filling and make sure the legal text does not change during generation.
Do we have to buy new contract management software for this?
Usually not. We build contract management on what you already have: Google Workspace or Microsoft 365, CRM and accounting software. When you need a full DMS, we say so and help you choose and connect it.
Where will our contracts be stored?
In your storage, for example on Google Drive or SharePoint, and under your accounts. The automations belong to you. The CRM and accounting software link to the contract; no extra copies are created.
Do you use AI for contracts?
Only where it makes sense: when converting old contracts into the register and when searching them. Always with your consent and with a provider that has data processing terms. A person checks uncertain values.
How much does it cost and how long does it take?
It depends on the systems and scope. We do not publish a price list, because no two companies are the same. You get the price and timeline after the audit, up front and in writing.

Related

Electronic DPP

Agreements with temporary workers signed electronically under the Czech Labor Code.

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Generating contracts from Google Docs

How finished contracts are created from a Google Docs template and a spreadsheet.

More

Enquiry — Documents and contracts

Tell us what you are dealing with. We start with a free 30-minute audit.

What are you interested in?