Contract Management Automation at NOVUS

Novus, one of Ukraine's leading supermarket chains, chose the softXspace Low-Code/No-Code platform to automate contract management processes. The first phase covered 10+ document types, 100+ counterparties, and 500+ documents processed in Q4 2024.

Project Objectives

Automation. Ensure effective automation of contract processes, making them transparent and controllable in real time.
Centralization. Implement individual workspaces for employees and a single window for tasks and documents.
Integration. Integrate document workflow with popular EDI services (Vchasno and M.E.Doc).

What Was Implemented

Personal digital workspace. A single access point to all tasks and documents, ensuring convenience for each user.
Primary document verification. Automatic metadata completion ensures documents are always properly formatted.
EDI integration (Vchasno and M.E.Doc). Incoming documents automatically enter the system from EDI services and are processed through unified business processes, then automatically returned to the corresponding EDI.
Document approval via automatic routes. Accelerates approval through pre-configured algorithms with manual override capability.
Electronic signature and seal. Documents are signed and stored with legal force, including signature visualization and p7s containers.
Contract signing authority control. Protects the company from errors by allowing document signing only within established limits.
Batch task execution. Enables processing multiple documents simultaneously, significantly reducing routine operation time.
Task communication. Provides clear feedback for further document refinement.
Detailed action history. Transparent audit of each document ensures control and monitoring convenience.
Flexible search filters. Quick document search by any parameters, saved search templates and export.
Automatic email notifications. Ensures no task or document status change is missed.
Employee substitution mechanism. Tasks are automatically redirected to another person when an employee is absent.
Role-based access distribution. Protects confidentiality by granting access only to necessary data.
Low-code development tools. Business process, form and data builders allow quick system configuration without programming.

Results

As of December 2024, the following results of Phase I implementation for the IT department:
10+ document types automated, significantly accelerating processes and making them controllable
Interaction with 100+ counterparties and processing their documents from EDI services in one place
500+ documents processed and signed in Q4 2024 alone
30+ employees work daily in a modern digital environment

Benefits for Novus

Reduced document processing time
Elimination of manual processes and routine tasks
Real-time business process transparency
Convenient control for managers

Client Comment

"We thoroughly analyzed the market and wanted to find a partner who would not only implement automation but also help build effective processes. soft Xpansion met our expectations thanks to their approach and the flexible capabilities of the platform. Through the joint work of both teams, we managed to implement everything planned, and the pilot project became an excellent start for further cooperation. The next step is expanding capabilities and scaling," — Stundzha Mazhvidas, Director of Information Management Department at NOVUS.

→ Client profile: NOVUS