Service description easy contract
easy contract is your solution for digital contract management. Contracts are stored centrally and securely, including all relevant master data for your contracting parties. Flexible search with combinable criteria helps you find contracts quickly and reliably. Built-in deadline monitoring means you never miss important dates such as renewals, terminations, or contract end dates. The permissions model lets you control access down to contract types and individual contracts. Basic reporting and list exports support your analyses. Contract management is backed by document management capabilities such as OCR, versioning, and local check-in/check-out. The mobile app gives you access to your contracts on the go. It is available for iOS and Android. Uploaded contracts can be organized into categories of your choice. An IFRS 16 portfolio analysis is available for lease contracts. easy contract digitizes your contract processes and ensures that files follow the path you define.
Editions easy contract is available in the Standard and Enterprise editions.
Standard is designed for organizations that want to capture, structure, and monitor contracts centrally – without needing complex organizational logic, correspondence trees, or risk assessment.
Enterprise is designed for companies with multiple legal entities, divisions, or specialist departments, where contracts need to be governed along the organizational structure, with differentiated permissions, and supported by reports and correspondence processes.
An overview of the two editions is provided in the table below.
| Edition features | Standard | Enterprise |
|---|---|---|
| Contract management and digital contract files | ✔ | ✔ |
| Custom contract types and fields | ✔ | ✔ |
| Workflow-based deadline monitoring | ✔ | ✔ |
| Contracting parties and contacts | ✔ | ✔ |
| Document management incl. OCR, versioning, and check-in/out (local) | ✔ | ✔ |
| Basic reporting and list exports | ✔ | ✔ |
| Permissions on individual contracts | ✔ | ✔ |
| Permissions on contract types | ✔ | ✔ |
| AD / LDAP or standard user directories | ✔ | ✔ |
| Organizational units | ✔ | |
| Permissions on organizational units | ✔ | |
| Document tree for contract correspondence | ✔ | |
| Risk assessment | ✔ | |
| Configurable approval process | ✔ | |
| (optional) Check-in/check-out of documents (cloud) | ✔ | |
| (optional) Audit-proof archiving in accordance with IDW PS 880 (Archive Option) | ✔ |
Key value of easy contract Standard:
- Central digital contract files: Contracts are stored in one place—including master data for contracting parties and contacts. Filing can be adapted to your processes through custom contract types, fields, and categories of your choice.
- Find contracts fast: Flexible search with combinable criteria across master data and documents helps you retrieve contracts reliably. OCR and full-text indexing also make the content of scanned documents searchable.
- Workflow-based deadline monitoring: Renewals, terminations, and contract end dates are monitored. Recurring deadlines, escalations, and a deadline calendar keep dates from slipping through the cracks.
- Controlled access: Permissions can be granted at contract-type and individual-contract level. Users and roles can be connected to AD/LDAP or standard user directories.
- Document management in the file: OCR, versioning, and local check-in/check-out support work on the contract document. Documents remain traceable and editable without leaving the file.
Additional value of the Enterprise edition:
- Organizational structure: Companies and subsidiaries, or organizational units, can be created and contracts aligned to them. Filing can be governed not only by contract type, but also along the company structure.
- Permissions on organizational units: Access rights can additionally be assigned along this organizational structure.
- Document tree for contract correspondence: The digital contract file is extended with supporting documents and correspondence that have their own master data, custom document categories, deadlines on correspondence documents, and document-level permissions.
- Risk assessment: Risks can be assessed, weighted, and logged via questionnaires, and shown as a traffic-light indicator on the record or the external company.
- Configurable approval process: In addition to ad hoc processes, approval processes can be configured.
- Cloud check-in/check-out: Documents can also be checked out to and checked back in from cloud storage.
- Archive Option: Audit-proof archiving directly from contract management (see Archive Option module).
Licenses
Named user license | Named User
The named user license entitles one specifically named user to sign in to easy contract. It is intended for users who need continuous access to the system.
1:9 license | Concurrent User
This license lets several users access easy contract without each requiring their own license. Usage follows the concurrent-user principle: a license is occupied for the duration of the session and released immediately on sign-out.
Modules
Archive Option
The easy contract Archive Option stores records from easy contract in an existing easy archive in an audit-proof way. Archiving can run automatically or be triggered manually by the user. Configuration is handled conveniently by the business administrator. A prerequisite is an already implemented easy archive with an EBIS interface. The Archive Option is available in the Enterprise edition only.
Drop
The Office Drop module integrates with the Windows desktop and with the Microsoft Office applications Word and Outlook (including Microsoft 365). Documents, text, and emails are transferred into easy contract. In the other direction, easy contract acts as a data source and provides documents as email attachments. The add-on can be customized via scripting. Only named user licenses for primary users can use this module.
Mobile App
The “easy mitarbeiter” app is available on the App Store (iOS) and Google Play (Android). Users can view existing easy contract files on their mobile devices or create new files. Only named user licenses can 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. It enables digital signing of documents in easy contract. After signing, easy contract files the document in the corresponding record.
Note: You purchase the license for the SIGN module from easy software AG or its partners. Transaction prices / volumes must be agreed separately with the respective provider. This module establishes the connection.
CREATOR
The CREATOR module automates the generation of contract documents from the digital file. The structure of the resulting document is defined once in templates. CREATOR then produces tailored documents from the field values in the file. Template and clause libraries assemble text in the background according to defined rules. This allows employees without legal training to create standardized, legally sound contracts. The system automatically records which clauses were used in which contract. Version management and logging of the elements used provide an audit trail. The generated document can be saved directly to the file. CREATOR is available as a paid add-on, independent of license type and edition (Standard and Enterprise).
AI Toolkit | AI integration
The AI Toolkit module adds a dialog component to easy contract case files. The user provides the dialog with data from fields and files in the record. The AI Toolkit analyzes the data and suggests values to fill the fields. Frequent requests and routines can be stored as prompts in the AI Toolkit; general rules (e.g. playbooks) are passed on automatically as knowledge items. Only named user licenses for primary users can use this module.
