Case study: Streamlining the contract process with Agrello

The second Agrello case study article provides an overview of our cooperation with a company seeking a solution to more efficiently manage a large volume of customer contracts.

Introduction

Horeca Service OÜ is an Estonian company whose main customers are hotels, restaurants, and catering, hence the name HoReCa. The company's main mission is to provide all these customers with high-quality products, from meat and dairy products to a variety of exotic fruits. The company was founded in 2002 and quickly became the leader of the market.

Currently, they operate in Estonia. Depending on the area the restaurant is situated, the contract templates and conditions vary a little bit, but they have 3 main contract templates that they use. Their customer base includes about 1200 regular customers. Their assortment consists of 30 product groups, which include 3500 different actively sold products.

The problem

A Member of the board at Horeca Service, Raul Vaet, described the problem as follows: "The number of contracts that Horeca has to process on a daily basis is large, and we needed to speed up and simplify this process. We also need an overview of which contracts are in which state, who's signed, etc."

Horeca has a large and active customer base with diverse needs. The current process, where documents were created manually on Microsoft Word, saved and sent for signing via e-mail was too time-consuming and slow. They also lacked a good overview of the contract status and a system to manage and organise the documents.

The solution

Because Horeca Service has multiple frequently used contract templates, the company is a suitable customer for using Agrello templates.

Agrello templates

We helped Horeca convert their existing Microsoft Word contract templates into Agrello templates by using a special markup language with curly brackets in the places that need to be filled in. Once these templates are uploaded to the Agrello platform, they can be easily reused to create new documents, and the entire contract creation process now takes place in a single environment.

The sales team creates a new contract from the template according to the service area and fills in the customer information on the Agrello platform. Then the contract is sent to the Horeca board member and the customer representative for signing.

Convenient signature methods

Since most contracts are signed with Estonian customers, it's very convenient to sign with a well-known and widely used signature method. On Agrello platform we've integrated Smart-ID and Mobile-ID, which are very common and easy to use. If the counterparty doesn't have one of these methods, they can use the Agrello signature to complete the transaction.

Keeping an eye on the process

Agrello's dashboard view provides an instant overview of the document signing status. All documents are divided according to the statuses "Draft", "In Progress" and "Signed".

Storing signed documents

All signed documents are securely stored on the Agrello platform. Documents are easily accessible from anywhere and clients also have access to signed documents, eliminating the need to send emails back and forth.

Summary

Horeca has been using Agrello for 4 months now and plans to continue doing so.

There are 5 active users: the sales team prepares the contracts and the board member signs them on their behalf. The entire contract process is now conveniently managed in a single environment.

Compared to the previous process, they've saved a lot of time by using Agrello. They're also pleased with Agrello's dashboard view and getting an instant overview of the signing status.

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