8 min read

Horeca Service: Streamlining the contract process with Agrello

August 6, 2024
Agrello
Customer Success Team

Horeca Service

Create contracts easily using Word templates and Excel data

The second Agrello case study article provides an overview of our cooperation with a company seeking a solution to more efficiently manage a large volume of customer contracts.

Introduction

Horeca Service OÜ is an Estonian company whose main customers are hotels, restaurants, and catering, hence the name HoReCa. The company's main mission is to provide all these customers with high-quality products, from meat and dairy products to a variety of exotic fruits. The company was founded in 2002 and quickly became the leader of the market.

Currently, they operate in Estonia. Depending on the area the restaurant is situated, the contract templates and conditions vary a little bit, but they have 3 main contract templates that they use. Their customer base includes about 1200 regular customers. Their assortment consists of 30 product groups, which include 3500 different actively sold products.

The problem

A Member of the board at Horeca Service, Raul Vaet, described the problem as follows: "The number of contracts that Horeca has to process on a daily basis is large, and we needed to speed up and simplify this process. We also need an overview of which contracts are in which state, who's signed, etc."

Horeca has a large and active customer base with diverse needs. The current process, where documents were created manually on Microsoft Word, saved and sent for signing via e-mail was too time-consuming and slow. They also lacked a good overview of the contract status and a system to manage and organise the documents.

The solution

Because Horeca Service has multiple frequently used contract templates, the company is a suitable customer for using Agrello templates.

Agrello templates

multiple contracts with Agrello

We helped Horeca convert their existing Microsoft Word contract templates into Agrello templates by using a special markup language with curly brackets in the places that need to be filled in. Once these templates are uploaded to the Agrello platform, they can be easily reused to create new documents, and the entire contract creation process now takes place in a single environment.

The sales team creates a new contract from the template according to the service area and fills in the customer information on the Agrello platform. Then the contract is sent to the Horeca board member and the customer representative for signing.

Convenient signature methods

Since most contracts are signed with Estonian customers, it's very convenient to sign with a well-known and widely used signature method. On Agrello platform we've integrated Smart-ID and Mobile-ID, which are very common and easy to use. If the counterparty doesn't have one of these methods, they can use the Agrello signature to complete the transaction.

Keeping an eye on the process

Agrello's dashboard view provides an instant overview of the document signing status. All documents are divided according to the statuses "Draft", "In Progress" and "Signed".

Storing signed documents

Agrello UI

All signed documents are securely stored on the Agrello platform. Documents are easily accessible from anywhere and clients also have access to signed documents, eliminating the need to send emails back and forth.

Summary

Kokkuvõte

Horeca has been using Agrello for 4 months now and plans to continue doing so. There are 5 active users: the sales team prepares the contracts and the board member signs them on their behalf. The entire contract process is now conveniently managed in a single environment. Compared to the previous process, they've saved a lot of time by using Agrello. They're also pleased with Agrello's dashboard view and getting an instant overview of the signing status.

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What’s the price?

14.90 EUR per month for one user, and 99 EUR per month for 10 users. You can add more users if you want, and yearly packages are available.

Does Agrello offer a free trial?

Yes! Agrello has a free 14 day trial in which you can test out Agrello’s features, create your own documents, templates and test out bulk creation.

Who should consider using Agrello?

Companies that regularly handle a high volume of contracts or have a steady flow of standardised contracts can benefit from Agrello, especially if they are struggling with existing manual tools like Word, Excel, and email to manage their contracts.

What problem does Agrello primarily address?

Agrello solves the problem of inefficient manual contract creation. It helps companies reduce the time it takes to prepare, approve, and sign contracts, which in turn helps prevent delays and unnecessary costs associated with manual workflows.

How does Agrello benefit businesses?

Agrello improves productivity by reducing the manual effort needed to create contracts. It provides legal certainty and compliance, reduces tool fatigue, and minimises workflow disruptions. Automated workflows save time and increase productivity.

What sets Agrello apart from other contract management tools?

Agrello's bulk creation tool is unique, enabling the creation of hundreds of contracts from a single template and an Excel sheet. Additionally, Agrello supports bulk signing and bulk download, making it efficient for organisations to handle large volumes of contracts.

What integrations does Agrello offer?

Agrello integrates with other tools via Zapier, allowing access to thousands of applications like Sharepoint, Google Drive, Hubspot, and Bamboo HR. A public API is also available for custom integrations.

How does Agrello support contract management?

Agrello provides a team-wide workspace where contracts can be organised into access-controlled folders. Users can also set key dates for contract renewal and expiry. The Kanban view gives a quick overview of documents based on their status, from draft to signed and active.

How does Agrello simplify the signing process?

Signing with Agrello is frictionless. It’s as easy as a few clicks. Companies can customise signature invitations with their logos and text, and reminders can be sent to signers. Agrello's signature methods include its own e-signature, and bulk signing is available for multiple documents at once.

What features does Agrello offer for contract preparation?

Agrello offers a suite of tools that includes a built-in Word editor for contract preparation, customisable templates, and bulk creation tools.

What is Agrello, and who is it for?

Agrello is a contract preparation and signing tool designed for companies that want to streamline the creation, management, and signing of standardised documents.