Structured contract record
Amount, supplier, end date, notice period: the fields you need to prioritise, without a filing plan to maintain by hand.
Contract management software
Contract management software: centralise, approve and stay ahead of every deadline
DocPilot is contract management software built for teams that don’t have a heavyweight CLM: every contract comes in by e-mail, upload or photo, the AI prepares the record, the approval workflow formalises the decision, and deadlines and the signed version stay visible. An operational repository, in French, hosted in the EU.
The problems DocPilot solves
The PDF isn’t what costs you: it’s the lack of a visible status, owner and deadline. Procurement, legal and management keep chasing each other to find out “where the contract is”, while Excel and Drive become the de facto source of truth.
- Multiple versions and no single source of truth
- Deadlines and notice periods spotted too late
- Approvals scattered across e-mail threads
- No clear log when an audit or dispute comes up
- Spreadsheets that diverge as soon as two people update them
- Supplier contracts and NDAs mixed together with no reliable status
Workflow
Six steps, a single contract file
Every contract (or amendment) comes in by e-mail, upload or photo. OCR and AI suggest the type, parties, amount, dates and notice period; you confirm; the document follows the right workflow. Once approved, it stays searchable — with the decision history and deadline alerts.
01
Intake
E-mail / upload
02
Extraction
OCR + AI
03
Record
Key fields
04
Approval
Workflow
05
Deadlines
Notice
06
Archiving
Search
See also contract approval, contract OCR and the complete guide.
Demonstration
From incoming PDF to single source of truth
Interactive simulation: the record fills itself in and the workflow stops at approval — your decision moves it on to deadlines and archiving.
Demonstration — contract management
Intake → extraction → record → approval → deadlines → archiving
Intake
Incoming PDF or scan
Extraction
OCR + key fields
Record
Parties, amount, dates
Approval
Business workflow
Deadlines
Notice & renewal
Archiving
Source of truth
Step 1 / 6
Intake
Incoming PDF or scan
cadre_alpes_services_2026.pdf
Via e-mail · contracts@your-company.com
File log
- Waiting to start…
Ready to illustrate the DocPilot lifecycle.
Features to stay on top of your contracts
Multi-channel intake
Inbound e-mail, web upload or mobile photo: the contract doesn’t wait for someone to file it “the right way”.
Approval workflows
Legal, procurement, management: each step has an owner, a status and a notification.
Deadline tracking
Notice periods and renewals visible outside the attachments, so you can decide before the contract rolls over.
Search and filters
Find a contract by party, type, amount or date — without opening ten shared folders.
Audit log
Who approved, when, with what comment: a useful trail for the executive committee as well as for an inspection.
Use cases
Framework agreements and amendments
Keep the framework agreement and every amendment in the same file, with amounts and dates up to date.
Renewal tracking
Plan renegotiation or termination ahead thanks to extracted deadlines, without a side spreadsheet.
Supplier contracts
Procurement and finance share the same status, the same amounts and the same approval history.
NDA process
A short workflow so confidentiality agreements no longer get lost in mailboxes.
Multi-site
Branches send scans; head office keeps a single view without a heavyweight DMS.
Audit or dispute preparation
Signed version, approval history and related documents in one place.
Why choose DocPilot
- Up and running the same day, without a six-month IT project
- Fewer “where is it at?” messages between departments
- Approval decisions that are visible and easy to follow up
- Deadlines and notice periods you can act on, outside the attachments
- Searchable archive after signature
- Interface in English, data hosted in the EU
FAQ
Frequently asked questions
Is DocPilot contract management (CLM) software?
DocPilot covers the operational lifecycle: intake, key data extraction, internal approval, deadline tracking and archiving. It is not an all-encompassing CLM suite with assisted clause drafting or advanced collaborative negotiation — it is the right tool for SMBs and mid-sized companies that want a useful repository quickly.
Does DocPilot replace an e-signature tool?
No. DocPilot focuses on intake, extraction, internal approval and archiving. E-signature can stay in your current tool; the signed contract then comes back into DocPilot.
Which types of contracts?
Supplier contracts, NDAs, amendments, signed quotes treated as commitments, service agreements — whenever you need tracking, approval and the ability to search later.
How long does it take to get started?
You create a workspace, invite approvers, define a simple workflow, then connect the intake e-mail address. The first contracts can be processed the same day.
How does DocPilot compare with Excel + Drive?
Excel and Drive store files; they don’t give you a reliable status, an approval workflow or an audit log. DocPilot adds a structured record, workflows and deadline alerts as soon as the document comes in. See also our criteria for choosing software.
What can you automate in contract management?
E-mail intake, extraction of key information (type, parties, amounts, dates, notice periods), routing to the right workflow based on type or amount, notifications and deadline alerts. DocPilot doesn’t draft contracts: drafting and negotiation stay in your templates and current tools.
Does automation replace the lawyer or the buyer?
No. It removes the repetitive work so they can focus on analysis, negotiation and arbitration. Approvals remain human decisions, recorded in the audit log.
How do you choose contract management software?
Test four things on your real contracts: multi-channel intake (e-mail, upload, photo), assisted extraction with a confidence score, workflows you can configure without development, and traceable decisions. Our guide “How to choose contract management software” sets out the full evaluation grid.
Does the software work on mobile?
Yes. The mobile app (Android and iOS) lets you photograph a contract, view records and approve on the go.
Dig deeper
Go further with contract management
The reference method plus practical articles: lifecycle, notice periods, amendments, roles, audits and selection criteria.
Reference guideContract management in a company: the methodBuying criteriaHow to choose contract management software
- The contract lifecycle in a companyThe steps not to miss, from intake to archiving.
- Pre-signature contract checklistMinimum checks before committing the company.
- Termination notice periodsMake the notice period visible and actionable.
- Automatic renewalDecide before the renewal date, not after.
- The hidden cost of poor contract managementLost time, risks and decisions made too late.
- Versioning without losing the source of truthOne current version, with linked amendments.
- Framework agreements and amendmentsLink the framework agreement, amendments and amounts.
- Dashboard and KPIsUseful KPIs for management and business teams.
- Dividing up the rolesWho owns what between Procurement, Legal and Management.
- The NDA process in a companyA short workflow so agreements no longer get lost.
- Approval by contract valueThresholds, delegations and matching workflows.
- Multi-site contractsCentralise without ignoring local realities.
- The limits of ExcelWhen the spreadsheet becomes an operational risk.
- Preparing a contract auditEvidence, history and signed versions ready to go.
Solutions by team
Pages built around each team’s priorities.
- Legal teamsCentralize NDAs, contracts and amendments, extract key clauses, approve through workflows and archive with full history. DocPilot for legal teams.
- ProcurementTrack supplier contracts, purchase orders and quotes: deadline extraction, procurement–legal–finance workflows, notifications and search. DocPilot for procurement teams.
- FinanceCentralize invoices, quotes, expense reports and bank details, extract amounts and parties, approve through workflows and search without Excel. DocPilot for finance teams.
Practical guides
Step-by-step methods to make real progress.
- Manage contractsContract management in a company: definition, a step-by-step method, who owns what, mistakes to avoid and a checklist to manage your contracts from receipt to end date.
- Track deadlinesHow to track your contract deadlines and notice periods: dates to watch, owners, alerts and the link to the decision. Method, mistakes to avoid and a checklist.
- Automate approvalsHow to automate contract approval: map the real flow, set roles, thresholds and deadlines, notify, and trace every decision. Method, mistakes to avoid and a checklist.
Related articles
DocPilot blog posts on the same topic.
- The contract lifecycle in a businessThe stages of a business contract’s lifecycle: receipt, checks, signature, deadline tracking and archiving — without losing the reference version.
- Assigning roles in contract managementWho does what between Procurement, Legal and Management in contract management: responsibilities, approvals and the “everyone / no one” trap.
- Termination notice: stop finding out too lateHow to make your contracts’ termination notice periods visible and actionable: date extraction, alerts and clear responsibilities.
Further reading
Related pages to refine your research.
- Contract approvalContract approval workflow: steps, roles, amount thresholds, notifications, rejections with reasons and an audit log. Set up your approval workflows with DocPilot.
- Contract deadlinesNotice periods and automatic renewals discovered too late? DocPilot extracts the dates onto the contract record and alerts you before the deadline, without a parallel spreadsheet.
- Contract managementThe discipline and tools for managing the contract lifecycle: repository, approval, signature, deadlines and archiving.
- Supplier contractsSupplier contract management software: centralisation, extracted amounts, notice periods and end dates, procurement and legal approval, alerts before renewal, and archiving.
Take action
Move from Excel to real contract management software
Try DocPilot for free on your real files, or request a demo tailored to your legal, procurement or management team.