Small orders, such as transactions made through Allegro or another online store, usually run automatically – we select the product, payment and delivery method and pay for the order. Large transactions carried out by companies amounting to tens or hundreds of thousands of zlotys require appropriate documentation and processes to prepare, review and sign them.

How should an efficient circulation of commercial documents work?

Efficient circulation of commercial documents = finalized transaction

The key to sales success is a smoothly flowing transaction – from the conduct of discussions and arrangements to its finalization. Whether you will be able to sell your product or service largely depends on how the procedures have been organized and whether the various stages of concluding the transaction do not drag on forever.

The first stage right after the meeting at which you and your counterparty agreed on the details of the deal is the creation of the content of the contract. If several people are involved in generating the content of the document, their work should be systematized, and the order in which individual tasks are performed should be established in advance. Such an opportunity is provided by the Hatiroo® electronic workflow system integrated with Microsoft 365®.

Such a combination of tools will make it possible to determine the path a document should take, from creating a draft, to polishing the content, to reviewing and approving it. Such a pre-planned process will ensure that each person responsible for the project will know exactly when to act and when to pass the document on. All the people creating the document will be able to work on one version of the document. This will eliminate the hassle of generating multiple versions of the same document and the difficulty of finding the one that is up to date.

A process based on work-supporting tools can significantly speed up the document preparation time, which will result in the contractor getting his hands on a ready-to-sign contract much faster.

Automation – why is it so important?

Whenever you can automate your own work or that of an entire team, it’s worth doing. The same is true of document circulation – one that is automated and takes place electronically is much more efficient than traditional circulation with printed documents passed from hand to hand.

When we talk about automation, we also mean the use of document templates, into which you only need to insert data. Often the contents of contracts issued within a single company sound similar – after all, they usually concern the same services or products. So it is not worth creating a new, original document content each time. The transaction will go much faster and more smoothly if you use a ready-made template, which you can quickly modify as needed. Most companies have such document templates in place. In practice, however, it often looks like templates get lost in the depths of computer disks and when they are needed, they are hard to find.

The Hatiroo® electronic document circulation system will make all templates collected in one place, organized and systematized. As a result, the circulation of purchasing documents will work more efficiently, and the rate of successfully finalized contracts will increase, bringing the company more and more profits.

Fast and secure electronic signature

If the entire process of preparing, reviewing and approving documents was done electronically, the fastest and most convenient for both parties to the transaction will be to sign the contract electronically as well. The Hatiroo® system integrated with the DocuSign® electronic signature platform allows a contract to be signed by all authorized persons (each of whom may be in a different place in the world!) in as little as a dozen minutes.

Secure and functional archiving

Contracts are created mainly for the purpose of… being able to use them in case of problems with enforcing the provisions of the document. When everything goes according to plan, contracts usually end up in the archives (or lying somewhere in the piles of documents on the desk), and we never look at them again.

However, if, for example, we end up with a dishonest counterparty, it is necessary to support ourselves with a signed contract when asserting our rights – even if the transaction was concluded several years back. In such a situation, searching for a single document in an overflowing binder or cardboard box is not a quick or comfortable task, especially if the situation is urgent and nervous.

Fortunately, you can do otherwise. An electronic workflow system automatically archives all company documents, so they are stored in a structured and readable way. If necessary, with a few clicks you can search the entire archive for the document you just need. Convenient, right?

A good system for electronic document circulation can significantly speed up business transactions and accelerate the process of preparing the content of contracts by up to 60%! If you’d like to learn more about the Hatiroo® system, contact us, we’d be happy to talk and tell you how our tools can improve your business.