How Novus Automated Contract Management: Results of the First Phase
17 March 2023
Novus, one of the largest supermarket chains in Ukraine, chose the Low-Code/No-Code platform softXspace to comprehensively automate its contract management processes. The main goal of the project was to improve document management efficiency and optimize contract workflows at every stage—an essential requirement for the company’s fast and uninterrupted operations.
The project began in 2023 with the implementation of the first phase, focusing on automating contract management processes within the company’s IT department. The objective was to develop a comprehensive system covering all critical stages: contract preparation, approval, digital signing using electronic signatures (QES), and secure storage. Novus selected the Contract Management System based on the softXspace platform, which enabled the automation of multiple processes while ensuring transparency and control over each stage of contract handling.
Challenges
Novus needed a centralized and efficient solution to manage contracts in real-time, ensuring full transparency and control throughout the process.
One of the key challenges was integrating the new system with existing electronic document management services such as Vchasno and M.E.Doc. This required a flexible platform capable of seamless interoperability with various systems. Additionally, Novus sought a solution that would provide easy access to documents and tasks for employees, minimizing time spent on routine operations and simplifying information retrieval.
Key Features Implemented in the First Phase
The initial phase of implementation introduced several core functionalities:
- Employee Portals: Each employee now has a personalized dashboard offering a single point of access to their tasks and documents. This significantly simplifies contract handling from any location at any time.
- Automated Workflows: Each contract follows customized processing flows, including automated routing, predefined business rules, and notifications to ensure smooth and consistent handling.
- Digital Signatures: The system enables full digitalization of the contract lifecycle, including electronic signing (QES) and secure digital storage of all documents.
- Integration with E-Document Services: Documents are automatically imported into the system and processed via standardized business workflows, eliminating the need to switch between different platforms.
- Low-Code Flexibility: The platform offers extensive customization capabilities, allowing Novus to adapt processes, forms, and templates to evolving business needs without extensive coding.
More details about the system’s capabilities can be found here: Contract Management Automation at Novus.
Achieved Results
By December 2024, the outcomes of the first project phase are already impressive:
- Over 10 document types have been automated, accelerating processes and improving oversight.
- The system processes contracts from 100+ counterparties within a centralized platform.
- In Q4 2024 alone, more than 500 contracts were processed and digitally signed.
- 30+ employees are working in a user-friendly digital environment, reducing time spent on repetitive tasks.
These achievements have already enabled Novus to enhance operational efficiency, reduce administrative burdens, and allow employees to focus on higher-value tasks, driving overall business productivity.
Frequently Asked Questions
Why did Novus choose the softXspace platform for contract management?
Novus needed a centralized system that could integrate with existing EDI services (Vchasno, M.E.Doc) and provide qualified electronic signatures. The softXspace Low-Code/No-Code platform offered rapid deployment, flexible customization, and seamless interoperability — essential for a retail chain processing hundreds of contracts monthly.
What results did Novus achieve in the first phase?
By December 2024: over 10 document types automated, contracts from 100+ counterparties managed centrally, 500+ contracts processed and digitally signed in Q4 alone, and 30+ employees working in a streamlined digital environment.
Can soft Xpansion automate contract management for other retail companies?
Yes. soft Xpansion delivers contract management automation across retail, distribution, and FMCG sectors. The softXspace platform supports counterparty portals, automated approval workflows, e-signatures, and ERP/CRM integrations — scalable from a single department to company-wide deployment.
Prospects and further steps
The Director of the Information Management Department of Novus, Stundža Mažvydas, noted that cooperation with soft Xpansion fully met expectations due to the individual approach and flexible capabilities of the platform. The project not only achieved all its goals but also opened up new opportunities for further development.
The next stages plan to expand the functionality of the system, automate new business processes, and integrate with other corporate services
We, in turn, are proud of our joint successes with the Novus team and plan further steps together!
Looking to automate contract management in retail? Contact us for a consultation.
