Stockholm Exergi

Cooling the friction: Identifying contract inefficiencies

When Stockholm Exergi began looking for a new contract management solution, they were facing limitations with their existing processes. “Previously, we had a relatively slow and ‘static’ system that made it difficult to manage templates and export agreements,” Sofia explains. This lack of flexibility was creating inefficiencies in their contract workflows.

They needed a system with better automation and data syncing, to offer a smoother signing experience. Additionally, they required strong integration capabilities with their existing systems, particularly their CRM, Microsoft Dynamics, and customer portal Azure.

“An important point for us when looking for a new e-signing partner was the ability to pre-fill information for our customers,” adds Sofia. “It was also, of course, important to be able to integrate the solution with our existing systems, such as the CRM and customer portal.”

The company was seeking a more dynamic contract ecosystem that could accommodate their specific workflow needs while enhancing both internal efficiency and the customer experience.

In short, Stockholm Exergi needed:

• Better automation
• Smoother signing experience
• Strong integration with Microsoft Dynamics CRM and Azure-based customer portal
• Pre-filled customer data for faster contract completion
• A more dynamic system

Fueling future growth: Selecting strategic technology

When evaluating potential solutions, Stockholm Exergi considered several providers. However, five critical factors guided their decision-making process:

1. Finding a cost-effective solution that provided the necessary features within their budget was a top priority.
2. Integration capabilities with existing systems, particularly their CRM (Microsoft Dynamics) and customer portal (Azure)
3. Ability to pre-fill customer information to streamline the signing experience
4. Flexibility to create customized workflows across different departments
5. The solution needed to be user-friendly for employees and customers, minimizing the learning curve and ensuring smooth adoption across the organization.

Sofia was involved in the requirements process, where they worked closely together with Procurement and IT,  to ensure the new solution would meet their technical requirements and security standards while delivering the functionality needed to transform their contract processes.

Impact across multiple functions

Today, Stockholm Exergi uses Oneflow across multiple departments and functionalities. Oneflow has become an essential tool to improve efficiency, reduce manual effort, and enhance collaboration, making the entire contract management process more streamlined and integrated.

Sales

The sales team uses the platform to create a faster and more customer-centric sales flow. When a contract is about to be sent out to a customer, data from the CRM system is automatically synced to Oneflow, eliminating duplication and speeding up the process. Salespeople can track the status in real time, receive notifications when the other party opens or comments on a contract, and make changes directly to the document without having to start from scratch. This gives them greater control, shorter lead times and a clearer focus on the customer relationship rather than administration.

The customer portal

In the ‘My Pages’ customer portal, Oneflow is used to improve customer interaction. Here, customers can self-initiate contracts for additional services directly online, providing a fast and smooth experience. Thanks to the fact that contracts are opened with customer information already filled in, the risk of errors is minimized and the process becomes both simpler and more user-friendly. This has enabled Stockholm Exergi to offer digital contract services that are both accessible and efficient – directly in the portal where customers already are.

Customer ordering process (webform)

Stockholm Exergi utilizes Oneflow’s “Webforms as a Service” to streamline the ordering process for final controls of district heating, district cooling, and building heating. Through a user-friendly web form, customers can easily submit their requests, which then automatically generate a contract in Oneflow. This seamless integration reduces manual work, ensures accuracy, and enhances efficiency in handling service agreements.

HR

For the HR team, Oneflow has become an essential tool for managing contracts and agreements with employees—everything can now be created, signed and stored digitally with full traceability. HR can easily follow up on the status of agreements, keep track of compliance, and ensure that all documentation is accurate and up-to-date. This has not only streamlined processes but also improved the experience for new and existing employees.

Procurement

For the procurement team, Oneflow means easier and more transparent management of supplier contracts. Instead of relying on manual mailings and confusing email threads, the entire process – from request to signed contract – now takes place in one digital environment. This makes it easier to keep track of the latest versions, see who has made changes and ensure that contracts follow internal guidelines. Automatic reminders and clear overviews minimize the risk of forgetting important dates or renewals. In addition, the platform provides a better opportunity to compare and analyze supplier contracts in a structured way.

Legal

The legal team has been empowered to ensure the quality and compliance of all types of legal agreements. With Oneflow’s template management, they can ensure that the right terms and clauses are used consistently, regardless of which team creates the contract. This reduces the risk of errors and saves time in review. The platform’s version control and activity logs also make it easy to track who did what, creating a clear audit trail when needed. In addition, they have gained better visibility into contract flows overall, making it easier to identify bottlenecks, improve processes and support the rest of the organization more proactively.

The Energy Trading Waste and Ash Treatment

This unit at Stockholm Exergi sells waste treatment services and ensures proper handling of ash. For them, Oneflow is a convenient tool for quickly and securely signing contracts with both Swedish and international partners.

Powering efficiency through smart integrations

Stockholm Exergi are also leveraging powerful integrations.

“Oneflow is integrated with our customer portal, hosted in Azure,” Sofia explains. “This allows customers to create and sign agreements for add-ons and energy services in ‘My Pages’. The contract is initiated from the portal, then opens in a separate window with all customer information pre-filled”.

Another key integration connects Oneflow with their CRM, Microsoft Dynamics. “Our team can now initiate contracts directly in our CRM, and the data is synced to Oneflow. We can choose to send it directly to the customer or make updates in Oneflow before sending it. We can actually make changes even after sending, as we can collaborate and communicate with the counterpart, in the contract. Once the contract is signed, it triggers events in the CRM, and is saved in our digital contract archive.”

These integrations have transformed their contract process into a seamless digital experience for both employees and customers.

CRM Integration (Microsoft Dynamics):

• Native Oneflow integration
• Contracts initiated directly in CRM
• Data automatically syncs between the systems
• Contracts can be edited in Oneflow before and after sending
• Signed contracts trigger CRM events and are archived digitally

Customer Portal Integration (Azure):

• Integration built through Oneflow’s open API
• Customers can initiate and sign agreements directly from ‘My Pages’
• Contracts open with pre-filled customer data

Measured results and benefits

The implementation of Oneflow has delivered significant benefits for Stockholm Exergi across multiple dimensions:

Time savings and operational efficiency

By enabling contract creation directly within Microsoft Dynamics, Stockholm Exergi has eliminated system-switching, saving valuable time for their team members. The automation between the systems has also significantly reduced administrative work associated with contract management.

“By having the data automatically synced between our CRM and Oneflow, we save a lot of time and get rid of repetitive tasks.” notes Sofia. “The automation between Microsoft Dynamics and Oneflows archiving tool also saves us a lot of administrative work when storing agreements.”

Enhanced customer experience

Pre-filling customer information has significantly improved the signing experience. Customers now enjoy a more streamlined process, reducing friction and accelerating completion rates.

Improved template management and oversight

Oneflow has given Stockholm Exergi better visibility and control over their contract templates. “Now, we have better oversight of agreement templates, improved tracking of sent agreements, and a completely new ability to create more efficient workflows within the organization while making things easier for our customers,” Sofia explains. 

Better contract analytics

With all contracts flowing through a single, integrated system, Stockholm Exergi now has better insights into contract status, completion rates, and processing times.

Warming reviews: The team’s take on Oneflow

The reception among users has been very positive. Sofia describes Oneflow as “an intuitive and easy-to-use system” that has required minimal training for adoption.

When asked about the impact on their workflows, Sofia reflects on the transformation: “The system has given us a completely new ability to build efficient contract processes. We can now manage templates more effectively and have gained much better visibility into our agreement lifecycles.”

Support that drives progress

Beyond the technology itself, Sofia emphasizes the value of the support from Oneflow: “We have a great and close relationship with Oneflow, where we always receive quick help and support with development matters as well as smaller issues.”

This has been crucial during implementation and continues to support Stockholm Exergi as they expand their use of the platform across different departments.

Fueling a sustainable future: Next steps for Stockholm Exergi

As Stockholm Exergi continues their journey toward becoming a climate-positive energy provider, efficient digital operations play a crucial role in supporting their broader mission. By streamlining contract workflows with Oneflow, they’re not only improving operational efficiency but also enhancing the customer experience—a critical component of their sustainable growth strategy.

The company is embracing digital transformation across all aspects of its operations and modernized contract management represents just one facet of a broader strategic vision. With a foundation of streamlined digital processes now in place, Stockholm Exergi is positioned to accelerate its sustainability initiatives. 

“Our digital transformation is fundamentally about supporting our environmental mission,” explains Sofia. “By eliminating paper-based processes and improving efficiency, we’re not only providing better service to our customers but also reducing our environmental footprint in alignment with our core values.”

For Stockholm Exergi, the decision to implement Oneflow has transformed contract management from an administrative process into a strategic advantage, supporting both their operational goals and their commitment to excellent customer service. Also, it’s an essential component of their broader vision for a sustainable energy future in Stockholm and beyond.