Case study: automation of work with counterparties based on the softXspace platform

01 June 2023

In less than a year, a large business received from the soft Xpansion team a successful implementation of a complete solution for automating work with counterparties (suppliers, customers, partners) on the softXspace platform.

The Client’s Challenge

Specialists of the customer’s company contacted us with a request for the automation of commercial interaction with the company’s customers and partners (counterparties) and for the automation of internal document workflow: preliminary review and accreditation of the counterparty, registration and authorisation, receipt of documents from counterparties, contract creation, business and outgoing documents, and more.

Solution — softXspace Business + Client Portal

In a short time and in extremely difficult conditions, we managed to take into account all the individual requirements of the company and create a modern solution based on two products on the softXspace platform:

softXspace Business — document management automation system for internal workflows
softXspace Client Portal — external portal for counterparties with personal accounts for each client or partner

The softXspace Business system allows the company’s employees to quickly and efficiently work on documents, approve and sign them with a qualified electronic signature (QES), control tasks, and track deadlines.

The softXspace Client Portal became a single window for interaction with clients and partners (suppliers, farmers, buyers). Each counterparty now has a personal account where they can:

Participate in accreditation processes
Send constituent documents
View current purchase prices
Exchange legally significant documents with the company — quickly and with no additional costs

Technical Details and Results

The solution is deployed in the Microsoft Azure infrastructure and provides:

99.99% guaranteed availability — enterprise-grade uptime
Independent security certification — passed external testing in a well-known European centre, recognised as fully suitable for safe exchange and storage of confidential data
24/7 web access — full functionality through a web browser, anywhere and anytime
Contract management — accelerated contract conclusion and management decision-making

Key business outcomes:

Increased efficiency — paper exchange and document forwarding costs minimised
Faster contract processing — time for contract conclusion and management decisions significantly reduced
Unified digital space — employees and counterparties work in one system with legally significant document flow

The customer intends to further expand the functionality of both the counterparty portal and the automation of other internal business processes using the softXspace platform.

Frequently Asked Questions

What is a counterparty portal and how does it work?

A counterparty portal (or supplier portal) is a secure web-based platform where external partners — suppliers, customers, and distributors — can exchange legally significant documents, participate in accreditation, and track contract status 24/7 from any device.

How long does it take to deploy a counterparty automation solution?

soft Xpansion delivered this implementation in under one year, including both the internal document management system (softXspace Business) and the external B2B portal (softXspace Client Portal), deployed on Microsoft Azure with independent security certification.

Can the solution be deployed on-premise or in a private cloud?

Yes. The softXspace platform supports on-premise, private cloud, and Azure deployment options, giving organisations full control over data residency and compliance requirements.

Automate Your Counterparty Workflows

soft Xpansion delivers counterparty automation solutions across agribusiness, manufacturing, retail and procurement, and other industries. Our platform supports on-premise, private cloud, and Azure deployment options.