Service description easy contract

General information

easy contract is your solution for digital contract management. 

Contracts are stored centrally and securely, including all relevant master data of your contracting parties. Through flexible search functions with combinable search criteria, you can find your contracts quickly and reliably. An integrated deadline monitoring system ensures that you never miss important dates such as renewals, terminations, or contract expirations. The permission concept allows precise control over access to contract types and individual contracts. Additionally, contract controlling with cost tracking and reporting options supports your analyses. The contract management tool is complemented by document management functions such as OCR, contract versioning, and secure storage in easy archive. 

With the mobile app, you can access your contracts on the go. The app is available for iOS and Android. 

Uploaded contracts can be structured according to freely selectable categories. For leasing contracts, an IFRS 16 inventory analysis is available. Risks are captured and assessed through a configurable assessment, including traffic light control. 

easy contract digitalizes your contract processes and ensures that files are processed according to your specifications. A configurable approval workflow is integrated. 

User Licenses

Single License | Named User

The Single License entitles one specifically named user to log in to easy contract. It is intended for users who require continuous access to the system.

1:9 License | Concurrent User

This license enables multiple users to access easy contract without requiring a separate license for each user. Usage follows the concurrent user principle: a license is occupied for the duration of the session and is immediately released again upon logout.

Modules

Archive Option

The easy contract Archive Option enables records from easy contract to be stored in an existing easy archive in a revision-proof manner. Archiving operations can be performed automatically or manually by the user. Configuration is conveniently carried out by the specialist administrator. A prerequisite is an already implemented easy archive with EBIS interface.

Drop

The Office Drop module is integrated into the Windows desktop and Microsoft Office applications Word and Outlook (including Microsoft 365). Documents, texts, and emails are transferred to easy contract. In the reverse direction, easy contract serves as a data source and provides documents as attachments for emails. The extension can be customized through scripting. Only primary user Single Licenses (Named User Licenses) may be used for this purpose.

Mobile App

The “easy employee” app is available through the Apple Store (iOS) and Google Play (Android). The app allows existing files from easy contract to be viewed on users’ mobile devices or new files to be created. Only Named User Licenses may use the app.

SIGN

The “SIGN” module is an interface between easy contract and electronic signature platforms such as easy eSignature, DocuSign, FP Sign, or Adobe Sign. The interface enables digital signing of documents in easy contract. After signing, easy contract assigns the document to the corresponding file. 

Note: The license for the “SIGN” module is acquired through easy software AG or its partners. Prices for transactions/transaction volumes must be negotiated independently with the respective provider. This module establishes the connection. 

AI Toolkit | AI-Integration

The AI Toolkit module integrates a dialog component into the specialized files of easy contract. The user provides the dialog with data from fields and files of the record. The AI Toolkit analyzes the data and makes suggestions for populating the fields. Frequent inquiries and routines can be stored as prompts in the AI Toolkit; general rules (e.g., playbooks) are automatically transmitted as knowledge contributions. Only primary user Single Licenses (Named User Licenses) may be used for this purpose.

AI Toolkit | Named User Upgrade

A monthly fee is charged per user for using the Copilot module. Only primary user Single Licenses (Named User Licenses) may be used for this purpose.

AI Toolkit | Concurrent User Upgrade

Monthly usage fee per occasional user license (Concurrent User License) for the Copilot module. Please note: Licensing is only possible if Copilot licenses are acquired for all occasional user licenses.