Contract Management

Contract Management in Getfly CRM Contract management is essential for businesses, particularly in sales, as it involves the agreement between the buyer and seller on the terms of goods or services provided, payment terms, and other specific conditions. Efficient contract management helps streamline operations, improve customer relationships, and reduce errors.

1. Benefits of Contract Management

A sales contract is an agreement between the buyer and seller regarding the supply of goods or services. The buyer is responsible for receiving the goods and making payments on time, as specified in the contract.

Proper contract management will help you:

Easily Track Contract Status: Helps save time and resources by tracking the status of contracts in real time.

Automate Document Processes: Streamline document processes between departments.

Efficiently Manage Quotations, Sales Contracts, and Orders: Avoid errors and discrepancies in managing contracts and orders.

Track and Remind of Contract Expiry Dates: Automated reminders ensure timely follow-up with customers regarding contract renewals.

2. Contract Permissions

To create and manage sales contracts in the system, you need to be granted permission for the Sales Contract feature. The permissions include:

Access Sales: Permission to access the sales feature.

Access Sales Contracts: Permission to view and manage the sales contracts section in the Sales feature.

Create New Contracts: Permission to create new sales contracts.

Edit Contracts: Permission to edit existing sales contracts.

Delete Contracts: Permission to delete created contracts.

Approve Contracts: Permission to approve sales contracts (if contract approval workflow is enabled).

View All: Permission to view all sales contracts in the system.

3. How to Create, Edit, Delete, and Approve Contracts

3.1 Creating a New Sales Contract

To create a new contract:

Access: Getfly CRM → Sales → Sales Contract → Add New.

Enter required details:

Contract Information: Define contract name, contract number, and contract code to maintain consistency within the company and for easy searching and filtering by other departments (such as accounting and HR).

Party Information: Your company’s information will be pre-filled as Party B, and you need to fill in the customer’s details as Party A.

Related Persons: Enter individuals entitled to a percentage share in the contract.

Products Involved: Enter the products being purchased, their quantities, discounts per product, and VAT for the total amount.

Contract Terms: Include all relevant terms and conditions.

Auto-Renewal and Alerts: Set automatic contract renewal, order creation, expiration reminders, and SMS/email notifications for contract expiry or renewal. Ensure to click VIEW DETAILS for more specific configuration options.

Save the Contract: After completing the details, click Complete to create the contract.

3.2 Editing a Contract

To edit a contract:

Go to the contract detail page.

Click Change to modify the contract details as required.

Save the changes after editing.

3.3 Approving a Contract

Once all contract information has been reviewed:

Go to the contract detail page.

Click Approve to confirm the details and move forward with the contract process.

3.4 Cancelling a Contract

To cancel a contract:

Go to the contract detail page.

Click Cancel to delete the contract if necessary.

4. Managing Sales Contracts

To manage contracts, go to the Sales section and select Sales Contracts. The screen will display the contract management page.

Search Box: You can search contracts by contract code, customer name, expiration dates (e.g., within the month or year), contract status (e.g., nearing expiration, overdue payments), contract type (new or renewal), and customer type (free or paid).

Contract Status: Pending Approval, Approved: Indicates whether the contract is awaiting approval or has been approved.

Renewed: Indicates that the contract has been renewed.

In Progress: The contract is valid and currently being executed.

Automatically Renewed (1st time): Contract auto-renewed after the first period.

Completed: The contract has been fulfilled and is no longer valid.

Cancelled: The contract has been deleted or cancelled.

Contract List: Important information in the contract list includes: Remaining Days: The number of days left until the contract expires.

Responsible Person: The person responsible for the customer, matching the account manager.

Actual Value: The amount shown once the order generated from the contract is confirmed.

Paid, Accounts Receivable: Displays whether the payment for the order generated from the contract has been made.

Conclusion Managing contracts in Getfly CRM allows businesses to track, manage, and control contracts efficiently, ensuring the smooth operation of sales processes and helping avoid mistakes or loss of contract data. The system also provides the option to automate contract reminders, renewal notifications, and sending emails/SMS to clients for contract expiry or renewal, ensuring that no contract is overlooked.