Contract Management Automation with Jira and JSM

The Challenge

Managing contracts is essential for businesses of any size, but it often becomes a bottleneck due to complex processes and manual handling. Contracts must be tracked from drafting through approvals, sign-offs, and renewals while ensuring compliance and minimising risk. For many organisations, this involves time-consuming tasks such as manually updating spreadsheets, chasing approvals and ensuring alignment between departments.

Common pain points include:

• Lack of Centralisation: Important contract information is often scattered across different systems, leading to inefficiencies and potential errors
• Manual Processes: Without automation, teams spend excessive time managing contract lifecycles, which increases the risk of missed deadlines or critical updates
• Compliance and Risk Management: Ensuring every contract adheres to compliance standards is challenging when updates or changes are handled manually

The Solution

With Jira Software and Jira Service Management, Elegance Group creates automated solutions to streamline the entire contract management lifecycle. These solutions allow companies to centralise contract data, standardise workflows and automate key parts of the contract lifecycle, from initiation to renewal.

Key Components

Centralised Contract Repository: Using Jira Assets within Jira Service Management, all contract-related documents, deadlines and details are stored in a single, searchable database. This ensures teams can quickly access and update contract information without relying on multiple systems or manual tracking.

Automated Workflows for Contract Approval: Customised workflows guide contracts through each stage of their lifecycle, from drafting and negotiation to approval and renewal. Automated notifications remind stakeholders of pending tasks, helping ensure that contracts move smoothly through the pipeline without delays.

Compliance and Risk Controls: We configure Jira’s permissions and approval features to implement checkpoints at key stages. With custom fields and mandatory review steps, contracts are verified for compliance requirements before proceeding, reducing legal and compliance risks.

Renewal and Expiration Tracking: With Jira’s automation features, teams receive alerts ahead of contract renewal or expiration dates. This automated tracking minimises the risk of overlooked renewals or missed expiration deadlines, protecting organisations from unexpected lapses in critical services.

The Value

Automating contract management provides significant advantages that streamline operations and ensure compliance. Key benefits include:

• Increased Efficiency: Automated workflows and notifications reduce manual effort, allowing teams to manage a higher volume of contracts with less effort
• Enhanced Accuracy and Compliance: By centralising contract data and implementing standardised approval processes, organisations minimise errors and maintain compliance with internal and external standards
• Reduced Risk: Automated tracking of key milestones, such as renewals and approvals, prevents overlooked deadlines, reducing the chance of contract breaches
• Improved Visibility: With a centralised, real-time view of contract statuses, departments can easily monitor contract progress, making collaboration and alignment across teams seamless

With contract management automation, you gain a powerful system for handling contracts more efficiently and securely, allowing teams to focus on strategic tasks rather than administrative bottlenecks.

Reach out today to discuss your custom solution