Contract Management App - Driven by AI

In today's fast-paced business environment, managing contracts efficiently is critical to maintaining compliance, reducing risk, and ensuring smooth operations. Yet many organizations still rely on manual processes, disconnected spreadsheets, and fragmented workflows that lead to missed deadlines, compliance issues, and lost opportunities.

NIRA Systems is proud to introduce our Contract Management App, a powerful, AI-driven solution built on the Microsoft Power Platform that transforms how your organization handles contracts from creation to renewal.

 Key Highlights
Deploy in 1 Week
No Extra License Fees
Your Data, Your Environment
Powered by AI

The Challenge: Manual Contract Management

Traditional contract management systems face several critical challenges:

Manual Reliance: Dependence on separate Excel sheets causes delays, duplicate entries, and inconsistent data across the organization.
Fragmented Processes: Multi-department workflows are disconnected and difficult to monitor, reducing accountability.
Missed Renewals: Without automation, organizations risk compliance issues and can't easily track expiring contracts.
Limited Insights: Decision-makers lack the visibility needed to act early on renewals, risks, and obligations.
Disconnected Tools: Manual setups don't integrate with Outlook, Teams, or SharePoint, causing repetitive data entry.
Security Risks: Shared spreadsheets lack strict access controls, making it hard to audit changes or protect sensitive data.

The Solution: Contract Management App by NIRA Systems

Our Contract Management App solves these challenges with a secure, end-to-end digital solution built on the Microsoft Power Platform. It centralizes the entire contract lifecycle in one place, so enabling legal, procurement, finance, operations, and business owners work from a single source of truth. Teams can submit contract requests through guided forms, capture standardized contract details such as vendor, contract type, value, key dates, renewal terms, and obligations, and store all related documents and communications in a consistent, searchable structure.

The app provides real-time visibility into contract status and ownership across departments. Multi-step approvals are automated with configurable workflows, ensuring clear accountability, reducing bottlenecks, and maintaining a complete history of actions and decisions. Proactive renewal alerts and reminders help prevent missed deadlines, termination notice issues, and compliance risks, with escalation options when approvals or reviews are delayed.

Built on Power Apps, Power Automate, Dataverse, and SharePoint, the solution integrates naturally with Microsoft 365 to reduce duplicate data entry and keep collaboration where teams already work. Notifications and updates can flow through Outlook and Teams, while role-based security, controlled access, version tracking, and audit trails replace risky shared spreadsheets. The result is a streamlined, automated, and scalable contract management system that improves governance and efficiency without the cost and complexity of heavy custom development.

Contract Management Process

Our Contract Management System simplifies the entire contract process, making it faster and easier for everyone involved. Here's how it works:

The admin enters contract details through the model-driven app, including company information and key people involved
Once saved, the contract automatically moves into the approval process
The contract summary is sent to the first approver via email for review
The approver can approve or send it back for changes, ensuring careful review
After first approval, it goes to the second approver for final review
Once both approvals are complete, the contract is officially marked as approved and ready for use

Complete Contract Management Workflow

MODEL APP

Enter Contract

Status = Pending

AUTOMATE

First Approver

Yes No

AUTOMATE

Second Approver

Yes No

Approved

Status = Approved

AUTOMATE

Expiry Monitoring

Check: 68, 45, 38, 14, 7, 3 days

Send Alert

Expiry notification

If rejected: Send back for changes

All Data Stored in Dataverse

Secure, centralized data storage

Proactive Expiry Reminders

To ensure no contract lapses or renewals are missed, the system automatically monitors contract expiry dates. Reminder notifications are sent to the responsible users and departments at any number of days (based on user input) before the expiry date.

These automated alerts give ample time to review, renew, or amend contracts keeping the process proactive and fully under control.

Handling Contract Changes

The app manages two special cases Extension and Amendment so that contracts can be easily updated or renewed when needed:

Extension: When a contract's period needs to be extended, the existing record is updated with the new dates or terms. This keeps the original contract active while extending its duration. The previous changes are stored in a History Table, allowing us to track all updates.
Amendment: When significant changes such as pricing or terms occur, the existing contract record is updated with the new details. The previous version is stored in a History Table, ensuring a clear record of all contract revisions for easy tracking.

Why We Built It

Our organization works with inventors, vendors, and partners, and each relationship begins with a contract. But with multiple departments involved, the approval process was often slow, scattered, and difficult to track. Important deadlines like contract renewals and expirations were also challenging to monitor, leading to missed follow-ups and last-minute renewals.

We needed something:

Centralized a single place to manage all contracts and approvals
Secure to protect sensitive agreement details
Easy to use for both administrators and approvers
Flexible to match our internal workflow and grow with our needs
Proactive to automatically send expiry reminders well in advance so teams never miss a renewal

That's where the Power Platform came in giving us everything we needed through Power Apps, Power Automate, and Dataverse.

Technology Behind the Process

Our Contract Management System brings together the power of Microsoft's low-code tools to automate and simplify every step of the contract lifecycle from creation to approval and renewal.

1. Model-Driven App Centralized Contract Management

All contract details are entered and managed through a Model-Driven App. This structured interface allows the admin to input and update key information, such as company details, contact details, and contract terms ensuring consistency across records.

The app automatically updates contract statuses and provides a clear view of all active, pending, partially approved, and expired contracts in one place.

Real-time Updates Status Tracking Structured Data

2. Microsoft Dataverse Secure Data Storage

Every piece of information including company, contact, and contract details is securely stored in Microsoft Dataverse. This provides:

Centralized Data

Role-Based Security

Microsoft Integration

Real-time Sync

Dataverse ensures that all contract data is consistent, traceable, and always available for reporting or audit purposes.

3. Power Automate Approval & Notification Workflows

The approval process is fully automated using Power Automate. Once the admin submits a contract:

The first approver receives an automated email and teams' notification for review and approval
Upon approval, it is automatically routed to the second approver for final confirmation
Status updates and email notifications are triggered at every step

Additionally, Power Automate continuously monitors contract expiry dates and ensures that no renewal deadlines are missed. The system automatically sends reminder notifications to the responsible department and contract owner at multiple intervals any number of days (based on user input) before expiry. These automated alerts give teams ample time to review, prepare extensions, or initiate new agreements keeping contract renewals proactive instead of reactive.

4. Contract Updates Extensions and Amendments

Renewal reminders generated by Power Automate prompt users to take timely action before the expiry date. When notified, authorized users can extend or amend the contract directly through the app, ensuring business continuity without delays:

Extension: Updates the existing record with new validity dates
Amendment: Admin can create a new contract entry linked to the same company to maintain version history and traceability

These processes ensure smooth handling of updates while maintaining complete audit trails.

Secure Digital Contract Signing with DocuSign Integration

Streamline contract approvals with seamless DocuSign integration, enabling secure, legally compliant electronic signatures, real-time tracking, and a fully paperless workflow.

Instantly send contracts through DocuSign for secure electronic signatures
Track signing status in real time with automatic document storage

Availability:

The Benefits We're Seeing

Real-world advantages that transform how organizations manage contracts

Centralized & Secure

All contracts stored in Microsoft Dataverse, eliminating version confusion

Proactive Alerts

Automated reminders ensure no contract lapses

Faster Approvals

Approvals take hours instead of days

Transparent & Trackable

Complete visibility and audit readiness

Microsoft 365 Integration

Seamless integration with your tools

Flexible & Scalable

Easily add new features as you grow

Enhanced AI Capabilities (Premium Add-Ons)

Take your contract management to the next level with optional AI integrations:

Live Chat Agent

"Which contracts are pending approval?"

"Show me renewals for next month"

"What's the status of the vendor contract with ABC Corp?"

Get instant, data-driven answers without navigating through multiple screens.

AI Document Reader

Vendor Name

Contract Dates

Contract Amount

Key Terms

Reduce manual data entry and improve accuracy instantly.

Technical Highlights

Built on the robust Microsoft ecosystem, our Contract Management App leverages:

Power Apps: For intuitive, responsive user interfaces
Dataverse: Secure, scalable data storage with built-in compliance
Power Automate: Intelligent workflow automation and notifications
Power BI: Advanced analytics and interactive dashboards
AI Builder: Document intelligence and natural language processing
Microsoft Copilot Studio: Conversational AI for instant insights

Why Choose Power Platform for Contract Management

Fully Integrated Ecosystem: It connects effortlessly with Microsoft 365, SharePoint, Teams, Outlook, and even Dynamics 365. Everything happens in one environment, no data duplication or switching between systems
End-to-End Customization: Other platforms often lock you into rigid workflows. With Power Apps and Power Automate, we built a process tailored exactly to our needs no extra coding required
Enterprise-Grade Security: Built on Microsoft's trusted infrastructure, data is protected by Dataverse, Azure AD, and role-based access. It's compliant with major standards like GDPR and FERPA by design
Cost-Effective and Scalable: You can start small and expand as needs evolve. No expensive external systems just the Microsoft ecosystem you already use
Low-Code Agility: Updates, new features, or process tweaks can be made quickly even by business users without waiting for developer support
Built-in Insights: With Power BI, it's easy to visualize key metrics like approval timelines, contract value, and renewal patterns at no extra cost

Why Choose NIRA Systems?

Your Data, Your Environment: All contracts and data stay safely inside your own Microsoft environment, not on external servers
No Extra License Fees: Use your existing Microsoft Power Platform licenses, no additional product licensing required
Rapid Deployment: Deployed in just one week with minimal disruption to your operations
Customized to Your Needs: We tailor the app to fit your organization's unique workflows and requirements
Low Maintenance: Built on Microsoft's cloud infrastructure with automatic updates and minimal IT overhead
Proven Expertise: NIRA Systems brings years of experience in Microsoft Power Platform development and business process automation

Real-World Impact

Organizations using our Contract Management App have experienced:

70% reduction in contract approval time
95% decrease in missed renewal deadlines
Significant improvement in compliance and audit readiness
Enhanced visibility into contract obligations and risks
Elimination of manual data entry errors

Conclusion

By leveraging the Microsoft Power Platform, we've built an automated, secure, and collaborative contract management system that grows with our organization.

With built-in automated reminders triggered at multiple intervals before expiry, our system ensures every contract is renewed or updated on time preventing missed deadlines and compliance risks.

It's not just another contract management tool it's a connected, intelligent solution that brings every stakeholder together in one streamlined digital process. And best of all, it grows as we do.

Get Started Today

Ready to transform your contract management process? Our team at NIRA Systems is here to help you:

Assess your current contract management challenges
Design a customized solution that fits your organization
Deploy the app within your Microsoft environment
Train your team for immediate productivity
Provide ongoing support and enhancements

Contact us today to schedule a demo and see how our Contract Management App can streamline your operations, reduce risk, and drive better business outcomes.

Developed by:

NIRA Systems Collaboration Meets Innovation

Contract Management App - Driven by AI

Key Highlights

The Challenge: Manual Contract Management