What is Contract Lifecycle Management (CLM)?

Imagine this: You're a sales rep juggling multiple deals at once and you fumble a few key details on an important contract. Deadlines are missed, compliance issues arise and before you know it, nearly half the contract's value is gone.

It's a costly mistake and it's all too common. According to a recent KPMG report, up to 40% of a contract's value can be lost due to contract lifecycle management inefficiencies.

Improving your contract lifecycle management goes beyond just keeping your documents organised. It's about building an efficient, repeatable process that boosts productivity, ensures compliance and drives growth.

Contract Lifecycle Management (CLM) is the process of managing a contract from its creation through execution and renewal. CLM aims to ensure contracts are efficient, compliant and effectively managed throughout their lifecycle. It also simplifies how you handle agreements from start to finish, makes your business run smoother and helps you to maintain good relationships with your customers.

A CLM process helps sales teams simplify operations and close deals faster. CLM software helps standardise the process, so sellers can focus on engaging with clients.

CLM software makes it easy for teams to access and manage contracts by centralising everything in one place. They can quickly view the status and history of each agreement to stay on top of deadlines and meet important milestones. Efficient CLM can contribute to a more effective sales cycle for customers and a smoother overall experience. This clarity can help to strengthen trust and pave the way for long-lasting business relationships.

CLM goes beyond organisation; it can significantly improve how you handle business deals. Let's explore the benefits:

Efficient contract management

CLM provides a process for keeping track of all your contracts, so you always know their status — from drafting and signatures to approvals and renewals. This visibility helps you to stay on top of deadlines and ensures that renewals aren't delayed or missed, so you can close your deals on time and reduce revenue leakage.

Better compliance and risk management

CLM software (more on this below) eliminates the need for costly and outdated steps such as mailing documents or using courier services for physical signatures. Everything is digital — and the details are standardised and automated. This means your team can skip the manual review process for each contract. This not only speeds up timelines, but it also significantly cuts down on administrative costs. More time saved means more time your team can spend focusing on engaging clients and driving business growth.

Higher productivity and administrative cost savings

CLM software (more on this below) eliminates the need for costly and outdated steps such as mailing documents or using courier services for physical signatures. Everything is digital — and the details are standardised and automated. This means your team can skip the manual review process for each contract. This not only speeds up timelines, but it also significantly cuts down on administrative costs. More time saved means more time your team can spend focusing on engaging clients and driving business growth.

CLM software changes how you handle contracts by automating and simplifying every step. Here's how it streamlines the process:

• Contract drafting: Once a template is selected, you can customise it to fit the terms of a deal. Add, modify or delete clauses as needed and the programme will automatically check for errors or inconsistencies. Integrating configure, price, quote (CPQ) software at this stage can auto-generate product and pricing details based on predefined sales and pricing rules. This ensures that all financial aspects are accurate and tailored to the customer's needs, while reducing the risk of errors that can occur when entering data manually.
• Workflow automation: CLM uses sales automation to route contracts through the necessary approval stages. It ensures that the right people review and approve everything on time, speeding up the process.
• Electronic signatures: With built-in electronic signature capabilities, contracts can be signed digitally. This eliminates the need for physical paperwork so that contracts can get finalised sooner.
• Monitoring and alerts: Even after contracts are signed, the software keeps track of them, sending reminders about important dates like renewals or performance reviews to keep everything compliant and up to date.
• Analytics and reporting: Throughout the contract lifecycle, CLM software collects data on performance and compliance, which it uses to generate detailed reports and analytics. These insights help you to track contract effectiveness, identify patterns that need improvement and refine your contract strategies and processes.

CLM software is more than just a contract management tool — it's a powerful way to boost your sales revenue. Here's how:

• Accelerate deal closures: CLM software can help you to speed up the contract process from draught to signature and turn deals around more quickly. This efficiency can make renewals simpler for your clients, leading to higher renewal rates. Faster deal closures also mean more cash flow to invest in generating new leads and pursuing more sales opportunities.
• Improve contract accuracy: Automated templates and standardised processes help you to avoid mistakes, which can slow down or jeopardise deals. Accurate contracts not only contribute to cost savings, they help build the customer trust and satisfaction crucial for lasting relationships and repeat business.
• Create a better customer experience: CLM software helps you streamline your contract management process making it painless and sleek. A smoother process means a better experience for everyone involved. Great experiences build trust, keep customers happy and can open the door to more sales.
• Provide strategic insights: Analysing different contract terms and their outcomes can help your team understand what works best. For example, if data reveals that clients who agree to quarterly business reviews (QBRs) are 50% more likely to renew their contracts, your team can prioritise including QBR clauses in future contracts to strengthen client relationships and increase renewal rates.

Understanding the CLM process is essential for ensuring that your contracts are crafted, negotiated and approved efficiently. Let's talk about what's involved in each stage.

Stage 1: Contract creation

Start by drafting your contract. Use templates that incorporate pre-approved clauses and terms to ensure compliance and business goals alignment from the start. For example, your team might use a standardised template that includes all legal terms, pricing structures and predefined service level agreements (SLA). Templates allow you to quickly tailor specifics, like scope of services and client details, without having to start from scratch every time.

Once the contract is drafted, it enters negotiation. This is where the terms are discussed and adjusted based on feedback from legal, finance and the client. Effective contract lifecycle management tracks each change, so if a client requests a change to the SLA or payment terms, alterations are easily documented and tracked. This transparency helps all parties understand how the terms have evolved and can expedite agreement. From here, the contract must be routed internally for approvals, but CLM automation can handle this as well.

Stage 2: Execution

Once all parties have agreed to the terms of the agreement, the contract is routed (electronically, of course!) for signatures. This is the execution phase of the contract. A good storage solution in an accessible and centralised repository is recommended as well so that the contract can be referenced by anyone who might need access during the next stage(s).

Stage 3: Post-execution (delivery)

The final stage of the contract lifecycle involves monitoring for compliance and performance against contract terms once the contract is active. This ensures obligations are met and identifies when renewals or audits are necessary. This is one of the most critical and valuable functions that a good CLM solution can help to perform. In addition, necessary analytics are generated during this phase of the contract lifecycle.

Effective CLM can transform the way your organisation manages contracts, making the process more efficient. Here are some best practices to consider when setting up your CLM process.

Identify your pain points

The first step to setting up a successful CLM process is understanding what your current contract management system lacks. Identifying your pain points helps you to customise a CLM process that can alleviate them effectively. When setting up your process, prioritise the issues that are causing delays and bottlenecks — like finalising signatures, errors in the drafting phase or ensuring accurate compliance.

Engage stakeholders and define clear objectives

Successful implementation takes a team. Bring in stakeholders from across your organisation, including sales, legal and finance teams, to understand their perspective. Discuss each team's needs to ensure the system can properly support them. Then, define clear objectives for your CLM process. For example, you may choose to tackle things like speeding up the sales cycle, reducing errors or improving compliance. A collaborative approach ensures that your system meets the needs of your organisation and facilitates smooth adoption and integration.

Choose the right CLM software

Pick a CLM solution that fits your needs, but that's also flexible enough to grow with your business. It's important that the software integrates with your other tools — like your CRM and financial systems — to simplify data entry and reduce errors. More on this below.

Standardise your processes

Implementing a software program is not enough to ensure success. You must start by defining good practices and solid processes that align with business goals. Only then can you begin to build a technology solution that supports your needs as well as ensure consistency and compliance by all users.

Ensure adoption and long-term success

The only way to be truly successful with a new process and system is to use it. All users across the organisation must be provided sufficient communication, training and support throughout the implementation timeframe. And you must continuously track the performance of the processes and system you put in place. Then, look to make adjustments and improvements as needed to ensure that it continues to meet your needs over the long term. Your business will continue to evolve and your system should evolve with it.