Complete guide to requesting approval for business contracts and agreements in EasyDo 365

Submitting Contract Approval Requests

Contract approval requests in EasyDo 365 provide a structured, compliant workflow for obtaining necessary authorizations before entering into binding business agreements. Whether you're negotiating vendor contracts, client agreements, partnership deals, service contracts, or employment agreements, the contract approval system ensures proper review, legal oversight, risk assessment, and executive sign-off before commitment.

The contract approval process protects your organization by ensuring all agreements undergo appropriate scrutiny, comply with company policies and legal requirements, align with business objectives, and receive authorization from individuals with proper signing authority. Each request includes comprehensive contract details, financial implications, terms and conditions, and supporting documentation for informed decision-making.

This guide will walk you through submitting contract approval requests, providing all necessary information, attaching contract documents, and tracking the approval process through multiple authority levels. You'll learn how to prepare effective requests that expedite approvals while maintaining rigorous oversight and compliance standards.

Video Tutorial

Prerequisites

Before submitting contract approval requests:

Active EasyDo 365 account
Assigned reporting manager or approval authority
Draft contract or agreement ready for review
Understanding of contract terms and financial implications
Supporting documents (quotations, specifications, prior correspondence)
Knowledge of company's contract approval policies and authority limits

Internal contract tracking number
Legal department reference
Vendor contract number
Purchase requisition number
Project code
Sequential numbering system

Establish a consistent reference system for easy tracking and retrieval.

Select Contract Date

Use the date picker to select the date of the contract.

This typically represents:

Contract effective date
Signing date
Commencement date
Date contract was drafted

Select the date that aligns with your company's contract management practices.

Enter Contract Title

In the Title field, provide a clear, descriptive title for the contract.

Effective contract titles should include:

Type of agreement (Service Agreement, Purchase Contract, etc.)
Counterparty name (vendor, client, partner)
Subject matter or scope
Duration if relevant

Examples:

"Software License Agreement - Microsoft Enterprise"
"3-Year Office Lease - Downtown Plaza Building"
"Marketing Services Contract - ABC Agency"
"Equipment Purchase Agreement - Industrial Machinery"

Enter Contract Amount

Write down the Amount of the contract in the designated field.

Important considerations:

Use total contract value (all years if multi-year)
Include all fees, charges, and costs
Specify if one-time or recurring
Note currency if dealing with foreign contracts
Be precise and match the contract document exactly

For contracts with variable amounts, use the maximum potential value or estimated total.

Add Detailed Notes

If you want to add additional information about the contract, tap on Notes and write comprehensive details.

Essential information to include:

Purpose: Why this contract is needed
Business justification: How it supports business objectives
Key terms: Important clauses, conditions, or obligations
Duration: Contract term and renewal provisions
Termination: Exit clauses and notice requirements
Payment terms: Schedule, milestones, or conditions
Deliverables: What will be provided/received
Risks: Any identified risks or concerns
Alternatives considered: Why this option was selected
Special provisions: Non-standard clauses requiring attention

Comprehensive notes expedite approvals and demonstrate due diligence.

Attach Contract Documents

Tap on the Add Attachment button and choose relevant documents from your device.

Critical attachments include:

Draft Contract: Complete contract document for review
Quotations: Price quotations or proposals
Specifications: Technical or service specifications
Previous Contracts: Prior agreements with same party (if applicable)
Legal Review: Legal department comments or clearance
Financial Analysis: Cost-benefit analysis or ROI calculations
Comparison: Evaluation of alternative vendors or options
Background: Company information, references, credentials

Attach all documents necessary for informed approval decision.

Review and Submit

Before submission, carefully verify:

Correct company entity selected
Accurate reference number
Correct contract date
Clear, descriptive title
Precise contract amount
Comprehensive notes explaining context
All necessary documents attached
Contract document is the final version intended for signing

Once everything is confirmed, tap the Submit button in the top right corner.

Track Approval Status

After submission:

Confirmation message appears
Request status shows as "Pending Approval"
Manager receives notification
Request appears in chat thread
You can track progress in your approvals section

Contract Approval Workflow

Multi-Level Approval Process

Contracts often require multiple approvals:

Direct Manager: Initial review and recommendation
Department Head: Departmental budget and strategic alignment
Legal Department: Legal review and risk assessment
Finance Department: Financial impact and budget availability
Executive Leadership: Final authorization for significant contracts
Board of Directors: Major contracts exceeding executive authority

Your request may route through several levels automatically based on contract value and type.

Review Criteria

Approvers typically evaluate:

Legal Compliance:

Adherence to laws and regulations
Protection of company interests
Appropriate risk allocation
Standard vs. non-standard terms

Financial Prudence:

Budget availability
Value for money
Payment terms acceptability
Financial risk assessment

Business Alignment:

Support for strategic objectives
Operational necessity
Timing and urgency
Alternative options considered

Risk Assessment:

Counterparty reliability and reputation
Performance guarantees
Liability limitations
Exit strategies

Approval Timeline

Contract approvals may take longer than simple expense approvals:

Simple contracts: 2-5 business days
Complex contracts: 1-2 weeks
High-value contracts: 2-4 weeks
Contracts requiring legal review: Add 3-7 days
Board-level approvals: Align with board meeting schedule

Plan ahead and submit early to avoid delays.

Types of Contracts

Understanding different contract categories:

Vendor and Supplier Contracts

Purchase agreements for goods or services
Master service agreements
Supply contracts and framework agreements
Maintenance and support contracts
Subscription and license agreements

Client and Customer Contracts

Service delivery agreements
Sales contracts and purchase orders
Statement of work (SOW)
Master agreements with clients
Professional services contracts

Employment and HR Contracts

Employment agreements
Consulting agreements
Non-disclosure agreements (NDAs)
Non-compete agreements
Severance agreements

Real Estate Contracts

Office lease agreements
Property purchase or sale
Sublease agreements
Facility management contracts

Partnership and Collaboration

Joint venture agreements
Partnership agreements
Distribution agreements
Referral and commission agreements
Strategic alliance contracts

Best Practices

Contract Preparation

Before requesting approval:

Negotiate Terms: Complete negotiation before seeking approval
Legal Review: Get preliminary legal review if available
Financial Analysis: Understand total cost and budget impact
Reference Check: Verify counterparty reputation and credentials
Alternative Analysis: Document why this contract/vendor is best choice

Effective Request Submission

Provide Complete Information:

Don't leave approvers guessing
Include all context and background
Explain non-standard terms
Highlight areas requiring special attention

Highlight Key Terms:

Payment schedule and total value
Contract duration and renewal terms
Termination clauses and notice periods
Performance guarantees or SLAs
Liability and indemnification
Intellectual property considerations

Show Due Diligence:

Document your evaluation process
Explain vendor selection rationale
Include competitive quotes if applicable
Demonstrate value proposition

Communication During Review

Be Responsive: Answer questions promptly
Provide Clarifications: Offer additional information when requested
Accept Feedback: Be open to suggested modifications
Escalate Issues: Raise concerns early if approval is urgent

Post-Approval Actions

Once approved:

Execute Promptly: Sign and return contract without unnecessary delay
Distribute Copies: Provide signed copies to all stakeholders
Set Up Tracking: Create calendar reminders for key dates
Update Systems: Record contract in contract management system
Notify Stakeholders: Inform relevant teams of new commitment
Monitor Performance: Track deliverables and compliance

Contract Management Best Practices

Key Dates and Milestones

Track critical dates:

Effective Date: When contract terms begin
Payment Due Dates: When payments are required
Milestone Dates: Key deliverable deadlines
Review Dates: Scheduled performance reviews
Renewal Date: When contract renews or requires decision
Termination Date: When contract ends
Notice Date: Last date to provide termination notice

Amendment Process

If contract modifications are needed:

Follow same approval process as original contract
Clearly identify changes from original terms
Obtain all necessary signatures
Update contract records and systems

Renewal Management

For contracts approaching renewal:

Review performance and satisfaction
Evaluate continued need
Compare with alternative options
Negotiate improved terms if appropriate
Submit renewal request with adequate lead time

Compliance and Governance

Authority Limits

Understand signing authority in your organization:

Manager level: Contracts up to certain value
Director level: Mid-range contracts
Executive level: High-value or strategic contracts
Board level: Major commitments

Never exceed your delegated authority.

Record Keeping

Maintain comprehensive records:

Original signed contracts
All amendments and addendums
Correspondence and negotiations
Approval documentation
Payment records
Performance evaluations

Audit Trail

The system maintains:

Complete approval history
All reviewers and decisions
Timestamps and communication
Document versions
Final executed agreements

Troubleshooting

Approval Delays

If your contract approval is taking too long:

Check current approval stage
Contact current approver for status
Provide any additional requested information
Escalate if urgent and reasonable time has passed
Consider interim solutions if appropriate

Requested Modifications

If approvers request contract changes:

Understand the concerns driving the request
Renegotiate with counterparty if needed
Submit revised contract for re-approval
Document what changed and why

Rejection

If your contract is rejected:

Review rejection reasons carefully
Address identified concerns
Consider alternatives
Discuss with manager for guidance
Resubmit with modifications if appropriate

Tips & Tricks

Template Contracts: Use pre-approved templates when possible
Legal Resources: Involve legal early for non-standard agreements
Negotiation Documentation: Keep records of negotiation discussions
Comparison Matrix: Create comparison tables when evaluating multiple vendors
Risk Register: Document and rate contract risks
Stakeholder Input: Get input from all affected departments before submission
Concurrent Reviews: Send to legal and finance simultaneously when possible
Executive Summary: Include one-page summary for senior approvers
Digital Signatures: Use e-signature platforms for faster execution
Contract Calendar: Maintain calendar of all contract dates and obligations

Operational Expense Requests - General expense approvals
Quotation Approval - Quotation approvals
Vendor Payment - Payment requests
Approval Reports - Tracking approval metrics
Company Dashboard - Managing approvals

Need Help?

For assistance with contract approvals:

Legal Department: Questions about contract terms and legal review
Finance Department: Budget and financial impact questions
Procurement: Vendor evaluation and selection
Your Manager: Process and policy questions
IT Support: Technical issues with submission
Training: Request contract management training

Submitting Contract Approval Requests

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