contract success stories

How one of Europe’s best workplaces uses contract automation to supercharge the business

Takeaways

  • Up to 90% shorter time to create contracts 
  • Up to 99% less time spent on managing and updating templates 
  • Monthly cost-savings equal to that of a full-time employee 
  • Always compliant contracts since everyone uses the latest versions — no more outdated templates
  • Ability to review and e-sign while a meeting is in session, saving weeks of delayed negotiations

Being a fast-paced sales agency and coming up with innovative growth solutions for your customers is a challenge. At the same time, finding ways to mitigate risk and make contract management more efficient—for all departments—lifts the challenge to another level. By using Precisely, Key Solutions is reducing contract-related risks and has become a more modern and productive company in the process. 

Background

Key Solutions is a Swedish sales agency focused on helping companies increase their customer intake through activities such as blanketing growth strategies. This includes everything from business development to creative campaigns and engaging with customers. With their high-trust culture, they have been named one of Europe’s best workplaces by Great Place to Work® for seven consecutive years.

Karvan Guldstierna is the company’s Head of Sales, or rather “Head of People” as they call it. As Head of People, he is responsible for all employees and the IT systems they use. 

It was Karvan who structured the use of Precisely for the different departments within Key Solutions. In their case, HR, Sales and Management are the ones who draft agreements most often. 

The challenge — creating efficient contract processes and increasing control

Key Solutions’ contract process was fairly complex before implementing Precisely. Their workflows were similar to that of the Precisely platform but were lacking structure and control. Updating templates and distributing them was a challenge in itself and, as a result, the company was exposed to high risk whenever employees used the wrong templates.

Karvan Guldstierna
Karvan Guldstierna, Head of People of Key Solutions

To prepare contracts for signing, employees would fill out .pdf-templates. However, Management needed to update the templates from time to time and ensure that everyone was using the latest versions of the templates, which was complicated. Before Key Solutions used electronic signatures, they depended on the people managing the contracts to sign them. This meant that they had to print the contracts and physically hand them over. Producing a contract, which included drafting, archiving and entering the contracts into different systems was a time-consuming process. 

“Just making an edit to a template could take up to one hour. With Precisely, it takes us 30 seconds”, says Karvan. “Using Precisely has digitized the drafting process too. Today, it only takes a minute to draft an agreement. We can draft a tailor-made agreement from the template with just three clicks. It saves us a lot of time and energy and reduces the number of questions from our employees”, says Karvan. 

“Apart from assuring that contracts always have the right content, streamlining the drafting process has been a large improvement. I don’t have to spend time drafting agreements or even be involved anymore. And, since the system is so user-friendly, I just set up the templates that will enable others to draft countless compliant agreements”, Karvan explains.

The cost of a contract

Key Solutions Office
Key Solutions’ office

“You have to ask yourself ‘what is the cost of our contracts per hour spent?’. And what are the costs if something goes wrong?”, says Karvan, “Using the wrong template or having agreements end up in the wrong hands can cause large legal expenses”.

“The time we save by using Precisely easily equals what a full-time employee would cost each month, which is a major efficiency improvement”, Karvan continues. “The ability to guarantee that everyone is using the latest version of templates and the reduction of time spent on each contract has streamlined the entire contract management process”. 

The solution — a user-friendly platform that is trusted by legal and loved by the business 

When Key Solutions were implementing the platform, they also did a legal review of all of their agreements. This included compliance-checking all of their templates and automating them in Precisely. 

“Our challenge was to find the kind of efficiency that one could only hope for. In Precisely, we have found a platform that even exceeds our expectations. We got in touch via a referral and didn’t know what to expect at first. But once we started using the system… It is world-class!”, says Karvan.

One of the departments that has greatly benefited from using Precisely’s automated templates is HR. Specifically in instances where employment contracts are similar and yet carry important differences; as could be the case for their sales representatives. For instance, the work equipment included in traveling salespeople’s employment agreements differs significantly from in-house salespeople.

Key Solutions Office 2
Key Solutions’ office

In the past, Key Solutions had a single employment agreement template for both types of positions, which wasn’t differentiating whether the person was in-house or out in the field. This could lead to the agreements containing parts that didn’t apply to the employee in question, which could quickly become problematic if a contract contained erroneous non-compete or salary content. 

Another great benefit is showcased when NDA’s (Non-Disclosure Agreements) need to be signed during meetings. Key Solutions can now provide the counterparty with the NDA for review and e-signing while a meeting is in session. 

“We used to have to interrupt the meeting to send the NDA for feedback and review by the counterparty’s legal department etc. It could take weeks before we could proceed with the negotiations”, says Karvan. “It’s easier for all parties now. The counterparty gets the agreement by email, can review and e-sign it in a smooth and neat way and the negotiations can go on without interruption”, says Karvan.

Supporting growth through modern contract management

Key Group Awards
Key Group Awards

Key Solutions can now mitigate risk by guaranteeing that everyone is using the latest version of the templates. They are a company in constant growth, with new products and business areas continuously emerging. With Precisely, they have a contract management system that supports their growth.

“We’re a modern company at the forefront of digitization. We need a contract management platform that reflects that and that’s what Precisely is to us!”, says Karvan.