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What is Contract Management?

02 January 2025

Dirk Jan Leppers, Solution Consultant | ISPnext

Contract Management is the process of managing and optimising contracts throughout their life cycle. This includes establishing, recording, monitoring and evaluating contracts with suppliers, customers or other business partners. By managing contracts in a structured way, organisations can reduce risks, save costs and better comply with laws and regulations. A good contract management process ensures that agreements are clear and complied with at the right time, allowing companies to keep a grip on their financial and legal obligations.

In addition, contract and supplier management plays a crucial role in ensuring smooth cooperation between companies and their partners. By adopting a structured approach, organisations can better anticipate contractual obligations and proactively respond to changing circumstances.

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What is the purpose of Contract Management?

The primary goal of contract management is to optimise contractual arrangements to realise maximum value for the organisation. This goes beyond simply storing documents; it is about active management and strategic deployment of contracts.

Key opjectives of contract management

  • Transparency and control: Always insight into current contracts, terms and obligations.
  • Efficiency: Automate contract management to reduce manual operations.
  • Risk management: Prevention of unexpected extensions, penalties or legal conflicts.
  • Cost savings: Avoid double spending and negotiate better terms.
  • Compliance: Complying with laws and regulations through timely audits and reporting.
Within strategic supplier management, contract management plays a key role. By adopting a clear strategy and making data-driven decisions, companies can optimise long-term partnerships and minimise risks.

Dirk Jan, Solution Consultant at ISPnext, explains why contract management software plays a major role in this:
"Many companies only realise how inefficient their contract management is when something goes wrong. Contract management software allows you to work proactively instead of reactively, saving time and money."

What are the benefits of Contract Management?

Effective contract management offers numerous benefits at both operational and strategic levels.

  • Overview and insight: All contracts and associated documents are centrally available.
  • Increased efficiency: Less time spent on manual processing and follow-up.
  • Better risk management: Timely detection of contract extensions and expiry dates.
  • Optimisation of supplier relations: Better compliance with agreements and negotiating power.
  • Stronger compliance: Automatic reports and audits to follow regulations.
"By using contract management software, companies can not only manage contracts more efficiently, but also use them strategically to reduce costs and minimise risks," said Dirk Jan.

How can I better manage contracts?

Many organisations ask themselves: how can I manage contracts better? The answer lies in a combination of digitalisation, process optimisation and strategic thinking. By working with specialised consultant contract management experts or software solutions, companies can make their contract management more efficient.

Some practical steps to improve contract management:

  • Use contract management software: This automates key processes such as renewal reminders and compliance checks.
  • Centralise contract information: Make sure all contracts are accessible to relevant teams in one location.
  • Implement standardisation: Work with uniform templates and guidelines to minimise errors.
  • Monitor contract performance: Regularly analyse compliance with agreements and make adjustments where necessary.
By applying these steps, contracting management becomes a strategic part of operations, rather than an administrative burden.
Collega - Dirk Jan Leppers - Foto rond
"Contract management software offers efficiency and control, essential for compliance and compliance."

- Dirk Jan Leppers, Solution Consultant | ISPnext

What phases are there in Contract Management?

Contract management consists of several phases that ensure that a contract is properly managed throughout its lifetime. This is also known as life-cycle contract management.

The phases of contract management

  1. Contract creation: Drafting contracts with clear terms and objectives.
  2. Negotiation: Agreeing terms and conditions with involved parties.
  3. Approval and signing: Formal recording of the contract by all parties.
  4. Implementation and monitoring: Monitor commitments, deadlines and performance.
  5. Evaluation and renewal: Assess whether to renew, amend or terminate a contract.
"A structured contract management process ensures that companies avoid surprises and can make timely adjustments when necessary," says Dirk Jan.

What is the difference between contract management and contract administration?

Although the terms contract management and contract administration are often used interchangeably, there is an important distinction.

  • Contract management focuses mainly on the administrative side: recording, storing and monitoring contracts.
  • Contract administration goes further and includes strategic optimisation, risk management and cost reduction.
"Whereas contract management is mainly about keeping track of agreements, contract management ensures that these agreements contribute to business strategy and financial goals," Dirk Jan explains.

This distinction is especially important when companies are thinking about implementing contract management software or hiring a contract management consultant to improve their processes.

Why automate contract management?

Many companies ask: why automate contract management? The answer lies in efficiency and risk management. Manual contract management carries risks, such as forgotten renewals or unclear agreements.

With contract management software, organisations can store contracts centrally, monitor deadlines and easily generate reports. In addition, contracting management is simplified by automatic notifications and document integration.

What are the next steps in Contract Management?

A good contract management process helps organisations work more efficiently, save costs and reduce risks. By using contract management software, such as that from ISPnext, companies can automate and strategically optimise their contract management.

Want to know how contract management software can help your organisation? Contact us or request a demo!

Contract Management in 5 steps

Contract Management is crucial for controlling risk and maximising value within your organisation. In this white paper, you will learn how to keep an overview, streamline processes and achieve strategic benefits. Download now and take the first step towards efficient contract management!
Mockup_Preview_Contract Management in 5 stappen (ENG)
Dirk-Jan (1)

About the author

Dirk Jan Leppers

Solution Consultant

Dirk Jan Leppers is a specialist with more than 10 years of industry experience as a Solution Consultant and manages the Product Management of Source-to-Contract solutions. He derives satisfaction from working with customers to optimise internal processes and exploring how software can have a positive impact. His expertise includes Vendor Management, Sourcing, Contract Management, Spend Analytics, ESG and Supplier360.

FAQ

Did you already know this?

Good contract management ensures that all contractual obligations and legal requirements are met. Automatic reminders and reports help you avoid fines or legal problems.
Poor contract management can lead to missed deadlines, financial losses, legal disputes and inefficient collaborations. Without proper oversight, organisations can incur unnecessary costs and overlook risks.
By understanding previous contract performance and cost analyses, organisations can make more informed decisions and take stronger negotiating positions in contract renewals or new agreements.
Effective contract management ensures that Finance, Procurement and Legal always have access to up-to-date contract information, making cooperation smoother and preventing misunderstandings.
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