Welcome to our new Contracts module! This enhancement aims to significantly improve your engagement with freelancers and streamline contract management. 

Unlike previous methods such as Job Openings and Task Actions, Contracts offer a comprehensive and reliable system addressing all critical aspects of freelancer engagement for more trust across various functions—business, legal, compliance, etc.


TABLE OF CONTENTS


When to Use Contracts

Contracts should be used in the following scenarios:

  1. NDA, ICA, MSA
  2. Resource & Talent Request
  3. Statement of Work (SOW)
  4. Long-term Engagement

Use Case 1: NDA, ICA, MSA

Description: These documents are critical in every onboarding process. Currently, each contract is stored individually, but Contracts provide a centralized "General Framework" template suitable for these types.

Advantages:

  • Centralized Repository: Store all contract types in one location, searchable and filterable.

  • Expiration Tracking:Automatic status updates to 'Ending Soon,' email notifications, and automated workflows upon status change.
    • Example Workflows:
      • Contract renewal
      • Performance evaluation
      • Offboarding
      • Compliance rule triggering (coming soon)

  • Easy Contract Signing and Log of Events: Clear lifecycle visibility and event logs accessible from the contract details page.

Use Case 2: Resource and Talent Requests

Description: Managing resource and talent requests is essential for enterprise implementations. Contracts streamline this process, offering tools needed for enterprise requisition.

Advantages:

  • Self-Serve Capability: Clients can modify resource request templates without needing AM team assistance.
  • Smart Forms: Use Nested Fields for concise and user-friendly forms.

  • Clear Contract Information: Present details clearly for quick stakeholder approval.

  • Workflow Integration: Include internal compliance or approval workflows as part of the contract lifecycle.

  • Preview and Edit: Clients can preview contracts and make changes before sending for signature.

  • Vendor Management: Add new freelancers directly from the contract form.


Use Case 3: Statement of Work (SOW)

Description: Resource requests often lead to SOW Contract Creation. Contracts manage the entire lifecycle, centralizing information and workflows.

Advantages:

  • Live Contract View: Centralized dashboard displaying all contract data, including tasks, timesheets, invoices, and budget details.

  • Task Creation: Create and manage contract milestones (tasks) from the Contract Wizard.

  • Budget Management: Set and control contract budgets, preventing invoice submissions that exceed the agreed amount.

  • Expense Management: Set reimbursement allowances and manage expense invoices.

  • Change Requests: Formalize change requests with approval processes, enhancing governance and compliance.


Invoice Management

Description: Along with SOW, Contracts introduce settings that dictate invoice rules for the contract, ensuring smooth financial operations.

Advantages:

  • Governance: Introduce a higher level of governance appreciated by C-level stakeholders in Finance and Legal.



Use Case 4: Long-Term Engagement


You may have some talent working with you on contracts that last for months / years. You can use this feature to handle such cases.


Advantages:

  1. Calculate Payroll: The system automatically calculates the fees, taking into account the start date, invoice cycle, working days in a period, and the duration.

  2. Auto Scheduling of Invoices: Invoices in the Fixed-term Contracts are automatically scheduled and generated, so customers and vendors won’t have to raise them.

  3. Auto Approval of Invoices: Fixed contract terms allow for invoices to be auto-approved upon generation. This is an optional setting on the contract template level.

  4. Automation for Offboarding: Link the offboarding workflow to launch when the contracts end. This automation is available across all contract types, particularly relevant for long-term contracts that often involve contractors working on-site.




The Contracts module is designed to simplify and enhance your contract management processes, providing a more integrated and efficient approach. Start using Contracts in your implementations today to experience these benefits firsthand!


Support/Resources


Have questions about contracts?


Click the Support button in the bottom left to contact our amazing Support team or reach out to support@worksuite.com