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The Benefits of a Contract Management Center of Excellence



Brief Context

Despite the seemingly square and business like name a Contract Management Center of Excellence (CoE) is very useful for startup companies. This dedicated hub is designed to set you up with best practices, innovative strategies, and better expertise around the management of contracts. Here are the biggest benefits of having a Contract management center of excellence for your sales contracts:

1. Standardization and Best Practices:

  • Establishing a CoE implies the creation of a standardized process across the organization. This consistency ensures that all sales contracts meet the highest of standards, and reflect best practices. As a result, the risk of contract non-compliance, oversights, and disputes is reduced a lot.

2. Efficiency and Productivity:

  • A CoE fosters efficiency. By centralizing the expertise and tools necessary for contract management, businesses can reduce the cycle time for sales contracts. This means faster deal closures and a quicker time to revenue. Additionally, by eradicating redundant or outdated practices, productivity is bolstered.

3. Expertise and Training:

  • With a CoE, businesses have a documentation of expertise. This centralized knowledge base on a tool like Confluence is invaluable for training new employees and continually updating existing ones. When your staff knows the latest in contract management, they’re better equipped to craft effective and beneficial sales contracts.

4. Centralized Technology Utilization:

  • SaaS contract management requires the use of software and technology to get the most out of your data. A CoE ensures that there’s a centralized platform where all these tools reside. This not only reduces the chaos of using multiple disparate systems but also ensures that everyone has access to the same, up-to-date information.

5. Risk Mitigation:

  • Contracts are full of risks – from non-compliance with regulations to missed obligations. A CoE has a keen eye on these potential pitfalls. With regular audits, reviews, and the use of analytics, it identifies risks in sales contracts and proactively addresses them.

6. Knowledge Repository:

  • A centralized hub means there’s a singular place where all contract-related knowledge resides. Be it past contracts, negotiation histories, templates, or clauses, the CoE acts as a repository. This makes it easier for sales teams to access previous contracts, learn from them, and craft better deals in the future.

7. Collaboration and Communication:

  • Sales contracts often require input from various departments – legal, finance, sales, and more. A CoE acts as a bridge, facilitating communication between these units. This collaborative approach ensures that all perspectives are considered, leading to well-rounded and effective contracts.

8. Continuous Improvement:

  • The world of contract management is not static. Regulations change, business needs evolve, and new challenges emerge. A CoE is not just a repository of current best practices, but a beacon of continuous improvement. It constantly looks for ways to refine processes, adopt new technologies, and better manage sales contracts.

9. Cost Savings:

  • An efficiently managed contract process translates to direct cost savings. Reduced disputes, faster deal closures, and minimized risks mean that businesses can save significantly. Moreover, by avoiding penalties and fines from non-compliance, companies can further protect their bottom line.

10. Enhanced Customer Relationships:

  • Lastly, and perhaps most crucially, a well-managed sales contract process fosters trust. When clients see that your contracts are clear, fair, and efficiently managed, their confidence in your business grows. This can lead to long-lasting relationships, repeat business, and a stronger reputation in the market.

In the SaaS industry, where every detail matters, having a Contract Management Center of Excellence is not just a nice-to-have—it’s a requirement. It offers a holistic approach to managing SaaS sales contracts, ensuring that they’re not just legally sound, but also beneficial for business growth. As companies recognize a lot of benefits, it’s clear that the future of contract management is centralized, expert-driven, and excellence-focused.

Contract Management Center of Excellence

What pieces of data are contracts the source of truth for?

Sales contracts aren’t just binding agreements between two parties. They’re a database of valuable data that, when correctly structured, can provide useful insights into your business operations, customer preferences, and market trends. By extracting and analyzing this contract data, businesses can make more informed decisions, fine-tune their strategies, and ensure exponential growth. Let’s look at the types of information that can be drawn from these contracts to create a structure of reliable data.

1. Pricing and Discount Structures:

  • At the heart of any sales contract is the pricing model. This can provide insights into your company’s pricing strategies over time, discounts offered, and any unique pricing arrangements with specific clients. By analyzing this data, you can assess the profitability of certain deals, standardize discount offerings, and ensure pricing consistency across contracts. This is especially important for early stage companies that are still experimenting with pricing.

2. Product/Service Details:

  • Sales contracts list out the specific products or services being offered. This information can be pivotal in understanding which of your offerings are most popular, which bundles or combinations are frequently chosen, and if there are changes quarter over quarter in product or service demand.

3. Payment Terms:

  • The standard SaaS terms of payment – whether it’s a 30-day net, upfront payment, or a staggered payment plan – can shed light on cash flow patterns and the credit terms most preferred by your clients. This can be invaluable when forecasting cash flow or negotiating contract terms with new clients.

4. Contract Duration and Renewal Clauses:

  • By examining the duration of your sales contracts and their renewal clauses, you can ascertain customer retention rates for calculations like churn rate, the average contract lifespan, and identify clients with a high likelihood of renewal. This can significantly aid in revenue predictions.

5. Geographical Data:

  • Sales contracts often include information about where the client is based or where the services/products are to be delivered. This geographical data can offer insights into regional sales trends, high-performing territories, or potential areas for sales market expansion.

6. Termination Clauses and History:

  • Information about contract terminations, whether initiated by the client or your company, can highlight potential issues in service delivery, product quality, or customer relationship management. Analyzing termination histories can lead to the proactive addressing of recurring issues.

7. Special Provisions or Customizations:

  • If a sales contract has special provisions or custom requirements, it’s an indication of the unique needs of specific clients. This can guide product/service development, pointing towards features or options that might be in demand.

8. Liabilities and Indemnities:

  • Details about liabilities, warranties, and indemnity clauses can help in risk assessment, understanding the common concerns of clients, and refining these clauses in future contracts to better protect your company.

9. Performance Metrics:

  • Many sales contracts have embedded SaaS contract performance metrics or service level agreements (SLAs). Extracting and monitoring these metrics can provide data on how well your company meets its obligations, helping in quality assurance and continuous improvement.

10. Feedback and Reviews:

  • Some contracts might include provisions for periodic feedback or reviews with your CSM staff. Such information can be a useful starting point for understanding customer satisfaction levels, areas for improvement, and the overall health of client relationships.

A sales contract is much more than a mere transactional document. When viewed through the lens of data analytics, it transforms into a powerful tool that offers a glimpse into customer behavior, market trends, and organizational performance. So, the next time you’re drafting or reviewing a sales contract, remember the wealth of reliable data it holds, waiting to be tapped and transformed into actionable insights.

Contract Sent is not a law firm, this post and subsequent pages on this website do not constitute or contain legal advice. To understand whether or not the ideas and guidance on the Contract Sent website is applicable to your business, you should consult with a licensed attorney. The use and accessing of any resources contained within the Contract Sent site do not create an attorney-client relationship between the user and Contract Sent.

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