InfoCaption
has more time for the customers
thanks to Oneflow and SuperOffice
100%
6x
All contracts
For over 20 years, InfoCaption has been helping companies and organizations share knowledge through digital guides and training. But when it came to contract management, PDF solutions were still running the show. To work more efficiently, InfoCaption decided to take a step into the future with Oneflow integrated with SuperOffice CRM.
InfoCaption is Scandinavia’s leading platform for digital guides and training. Since its launch in 2002, the company has been helping organizations streamline knowledge sharing through interactive guides, manuals, and training materials. Its customers are mainly based in Sweden and Norway, including both private companies and the public sector, with several larger clients using the platform globally.
We spoke with Petter Lundqvist, Sales Manager at InfoCaption, who has been part of the company’s journey for over ten years. From a simple screen recording solution, InfoCaption has grown into a comprehensive platform that combines formal training with situation-based guides. A key factor behind its success has been its user-friendliness – the tool is intuitive and easy to use, even for people with limited digital experience.
The need: Smoother sales processes
Like many other companies, InfoCaption previously used PDF-based solutions for contract management. Every change or update meant creating, saving, and sending a new version of the document manually – a time-consuming and inefficient process.
Since contract templates were stored in separate systems, manual updates were also required, adding unnecessary administration.
With the ambition to simplify and speed up the process, InfoCaption started looking for a modern digital solution for signing and contract management – a solution that would not only streamline workflows but also ensure smooth and secure handling of all contracts.
The challenge:
- PDF-based solutions meant that every change required the creation, saving and manual distribution of new versions.
- Separate systems for contract templates meant unnecessary administration.
- Inefficient work and need for more secure contract management.
The solution: Oneflow integrated into SuperOffice
To modernize and streamline its contract management, InfoCaption chose to implement Oneflow, fully integrated with SuperOffice CRM.
“The difference is huge. Before, we struggled with editing PDF templates and managing different versions. Now the process is much faster and smoother. And the integration with SuperOffice allows us to manage the entire contract lifecycle in a digital, efficient, and secure way,” says Petter.
The seamless integration means the sales team can now create contracts directly in SuperOffice, with Oneflow automatically opening for further handling. From there, contracts can easily be edited, customized, and sent for digital signing – all without leaving the system.
The integration also makes it possible to automate the entire contract lifecycle, from creation to signing and archiving. By eliminating the need to manually upload, send, and manage contracts across different systems, InfoCaption has significantly reduced its administrative workload. In addition, the connection to SuperOffice centralizes all contract data, making it easier to follow up on customer relationships and keep track of contract status in real time.
“Being able to manage the entire contract flow in a single system has been a gamechanger for us. We avoid duplicate work and can operate much more efficiently.”
Once a contract is signed, it’s automatically archived and searchable within the system, providing full visibility and control over all contracts. This automated process replaces previously manual and time-consuming tasks, saving both time and resources.
“The difference is huge. Before, we were struggling with editing PDF templates and managing different new versions. Now the process is much faster and smoother. And the integration with SuperOffice allows us to manage the entire contract lifecycle in a digital, efficient and secure way”
Petter Lundqvist
Head of Sales
InfoCaption
6 times faster processing
Before choosing Oneflow, InfoCaption tested two other digital signing solutions. The previous options were PDF-based, which meant that every contract change required manual updates and uploading of new files. With Oneflow’s dynamic templates, InfoCaption can now edit contracts in real time, drastically reducing the time spent and making the process much more flexible.
“Being able to make changes to contracts in real time without having to send new versions has saved us an incredible amount of time and frustration,” says Petter.
In addition, the digital signing process has significantly shortened the sales cycle. Previously, handling a contract could take up to 1 hour and 15 minutes, whereas with Oneflow it now takes around 12 minutes – a nearly 6x increase in efficiency.
Valuable for other parts of the business
Oneflow has primarily been implemented within the sales department, where it’s used to create and send contracts as well as to follow up on customer relationships. But the solution has also proven valuable for other parts of the organization. The HR and administration teams now use Oneflow to manage employment agreements, GDPR-related documents, and other important legal paperwork.
“We quickly realized that Oneflow wasn’t just a solution for the sales team. HR and administration have also benefited greatly from it, which has made the entire organization more efficient.”
The result: More efficient workflow and better overview
With Oneflow, InfoCaption has seen several tangible improvements:
- Faster process – Creating, adjusting and sending agreements is significantly faster than before.
- Better overview – With all agreements gathered in Oneflow and linked to SuperOffice CRM, the team can easily search for and track the status of agreements.
- Reduced risk of errors – Standardised templates and automatic version management reduce the risk of mistakes.
Small steps, big gains
Implementing a new digital solution can often mean a lengthy and complicated transition. But for InfoCaption, the process was smooth thanks to Oneflow’s intuitive interface and user-friendly features. The system was easy to understand and adapt to the organization’s needs, allowing the team to get started quickly.
The biggest challenge was ensuring that all employees fully understood how delegation and signing work in the new system. It was especially important to make sure the right people had access to the right contracts and that all documents were handled according to company guidelines. Thanks to structured internal training and InfoCaption’s own guides, any questions could be addressed quickly, making the process easy for the entire organization to adopt.
“The step to Oneflow was small, but the gains have been big. We were already used to digital signing, but Oneflow made the process even simpler and more flexible.”
With a fast and smooth onboarding, InfoCaption was able to quickly start benefiting from Oneflow’s advantages. The digital signing solution has not only streamlined the work, but also created a more flexible and modern way of managing contracts that saves time and reduces the risk of errors.
The future: Continued knowledge sharing in a smart and user-friendly way
InfoCaption has grown steadily over its 20 years and has ambitious plans for the future. With a continued focus on innovation and smart solutions for knowledge sharing, the company sees great potential in further developing its platform.
Oneflow will remain a key part of InfoCaption’s digital workflow, helping the team work more efficiently and focus on what truly creates value – helping customers share knowledge in a smart and user-friendly way.
With Oneflow and the integration into SuperOffice, InfoCaption has taken a big step toward more modern and efficient contract management. By automating and simplifying processes, the team can spend more time developing and improving its services – and continue helping customers create and share knowledge in a smart and user-friendly way.
If you’re ready to improve your workflows like InfoCaption, you can start exploring Oneflow today.
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