Your store is buzzing. You’re hiring new staff. Deliveries are delayed. Campaigns need to go out. And right in the middle of all that: contracts. Lease agreements, employment contracts, supplier deals, partnership agreements – the list goes on. When contract management isn’t in order, things quickly get messy. And it’s not just an administrative headache. It affects your profitability more than you might think.
In this article, we’ll explore why contract management in retail is so often a blind spot – and how turning that around can give you a competitive edge.
Why retail often falls behind
Retail moves fast. It’s a high-pressure industry with seasonal swings and frequent staff turnover. Many companies spend significant time fine-tuning logistics, procurement and customer experience – but overlook the administrative engine that keeps it all running.
And when they finally take a closer look? They often uncover manual processes, locally saved files, printed documents, endless email threads and forgotten contracts. Nothing against Excel – but it’s not a contract system.
With a modern contract platform, where every agreement is managed digitally from start to finish, all that disappears. Everything is stored in one place, searchable and easy to handle – freeing up your time for what really matters.
Four common mistakes in contract management
1. Documents are scattered in different places
Contracts end up across inboxes, personal laptops, cloud drives, servers – or even tucked away in binders at the store. When it’s time to find one, it feels like looking for a needle in a haystack.
The result? Lost time, poor visibility, and a real risk of missing deadlines.
Choose a tool that keeps everything in one place – searchable, structured, and accessible to everyone who needs it.
2. Unclear responsibility
Who drafts, reviews, signs, and follows up on a contract? Without clear processes or proper system support, things easily slip through the cracks.
The result? Contracts stuck in limbo. Or worse – approved by the wrong person.
With Oneflow’s workflows and roles, it’s always crystal clear who does what, and when.
3. Forgotten or expired agreements
Retailers often miss deadlines to terminate contracts – particularly store leases or licence agreements – leaving them stuck with unnecessarily costly terms.
The result? Overpaying, sometimes for years before anyone notices.
Use a tool that sends automatic reminders before expiry, giving you time to act.
4. Lack of traceability
When an agreement needs to be reviewed retrospectively – during a dispute or audit, for instance – it’s vital to be able to trace its history. Manual processes rarely make this possible.
The result? You’re at a disadvantage in negotiations and disputes.
Ensure your tool automatically logs everything: who did what, when, and how – providing a clear audit trail without the manual effort.
Hidden costs that no one budgets for
The tricky thing about poor contract management is that costs don’t always appear straight away. But they’re there, quietly eroding your margins. For example:
- Time wasted on admin – A World Commerce & Contracting report shows companies spend an average of 18% of their time managing contracts manually.
- Missed deadlines and renewals – Overlook a termination date and a lease can auto-renew, often on worse terms.
- Invalid or incorrect contracts – Agreements without proper signatures or legal validity can become costly liabilities in disputes.
- GDPR risks – Contracts containing personal data must be handled securely. Paper in binders rarely passes the test.
Oneflow is designed to reduce these risks – with enterprise-grade security, version control, signing logs, and simple access management.
How digital contract management is turning the tables
Switching from manual to digital contract management changes everything. Real-world results include:
Insight and analysis – Dashboards give you visibility into terms, costs and deadlines, making planning and negotiations easier.
Full control and searchability – All contracts in one place, searchable by content, parties, dates, or tags. Oneflow’s dynamic contracts can even be edited in real time, without creating new versions.
Reminders and automated flows – Automatic expiry alerts, approval flows, and clear rules for each contract type mean nothing slips through the cracks.
Smoother signing – With e-signatures, agreements are signed in minutes, not days – straight from a phone or computer. Fully legally binding, with secure signing options like BankID.
Insight and analysis – Dashboards give you visibility into terms, costs and deadlines, making planning and negotiations easier.
A real-life example
magine a retail chain with 20 stores. Each one has its own lease, contracts with cleaning and security providers, international staffing agencies, plus employment agreements, licences, partner deals and campaign collaborations. That’s hundreds of contracts to manage.
Without a proper system:
- Several leases auto-renew, even though some stores aren’t profitable.
- Supplier contracts are inconsistent, with no visibility into discounts.
- Seasonal staff wait days to start because contracts need printing, signing, scanning and emailing back.
With digital contract management – like Oneflow:
- One person can oversee the entire contract landscape.
- No more surprises.
- New hires sign employment contracts on their phone – before their first shift.
What does research say about contract management in retail?
According to McKinsey, digitizing the contract process can cut the time it takes to finalise an agreement by up to 90%.
And research from Aberdeen Group shows that companies using digital signatures complete contracts 21 times faster than those who don’t.
It’s not just about efficiency – it’s about competitiveness
Retail is tough. Margins are slim. Customer expectations are high. Those who save time, reduce risk, and work smarter gain a real edge.
Digitising contract management isn’t a “nice to have” anymore – it’s essential for staying ahead. And with a platform that covers the entire contract lifecycle, from creation to archiving, it’s both simple and powerful.
Next steps – what can you do now?
If this sounds familiar, it may be time to look closely at how you’re handling contracts today. Ask yourselves:
- Do we know exactly where all our contracts are stored?
- Are we on top of expiry dates and notice periods?
- How long does it take to get a contract signed?
- How much manual work is involved?
Oneflow ticks these boxes
Oneflow is a platform for digital contracts – from creation to signing and follow-up. It’s built for modern businesses that want to work smarter, faster, and more securely.
Want to see how it works in practice?
Book a demo or explore Oneflow yourself.
Summary
Manual contract management might not seem like your biggest problem day to day. But that’s often where the leaks are – in time, money and risk. A digital solution gives you better control, saves resources, and reduces stress.
And the best part? Getting started is easier than you think – especially with a tool designed to make it simple.
