Automated creation of IT service contracts
Result
Uniform and standardized contract structure
95% less manual work on contracted systems
Time savings >30 minutes per contract
Fully automated creation including additional documents
Initial Situation
Kutzschbach Electronic GmbH & Co. KG provides IT services, consulting, and managed services to medium-sized businesses. Previously, contracts had to be created manually because the existing ERP system did not support automation for framework agreements, supplementary documents, or service agreements. This resulted in high workloads, longer processing times, and an increased potential for errors – valuable time that could be better spent on strategic tasks.
Implementation
The challenge was to reliably and automatically generate the large number of documents (framework agreement, NDAs, terms and conditions, service agreements, etc.). A customized Microsoft Power App was developed:
- Centralized entry of customer data and selection of booked services
- Automated data import from Kaseya Autotask for the services
- Power Automate creates contracts, supplementary documents, service certificates, and email notifications.
- All documents are provided pre-filled and only need to be signed.
The solution combines automation and user-friendliness, allowing the team to work across platforms (browser, MS Teams, mobile).
Conclusion & outlook
The app ensures standardized, transparent contract processes and saves significant time per contract. In the future, a direct link to digital signatures will be implemented, allowing the entire contract process to be fully automated. This not only increases efficiency but also improves customer satisfaction through faster contract signings.
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