Hotar - Sell-Side Contract Lifecycle Management with an Approval Matrix

Dashboard, request queue, contracts board and table, the contract workspace with 7 tabs, and My approvals with its approval detail drawer. Every contract on the board opens its own workspace.

Discounts above 20% go to the Sales VP and above 35% to the CFO, payment terms over 60 days to VP Finance, liability caps above 12 months' fees to the General Counsel, and any change to an Art. 28(3) DPA element to privacy counsel.

Each clause carries its standard text, approved fallbacks with when to use them, playbook guidance and the rule a change triggers. Romanian customers get an express acceptance block for unusual standard terms.

22 contracts in flight worth €2.32M across 4 stages, 18 contract requests, 27 customer entities in 16 countries and 15 staff users, in EUR, USD and RON.

Approvals Lost in Chat

Discounts, liability caps, payment terms and data processing changes each need a different approver with a different authority band. Decisions made in chat could not show who approved what, on which version, or whether the clause changed afterwards.

Signature Levels and Local Rules

eIDAS recognises simple, advanced and qualified electronic signatures, while US customers sign under the ESIGN Act and UETA. Under the Romanian Civil Code, unusual standard clauses such as liability limits, tacit renewal and choice of law generally need express written acceptance.

Data Processing Terms on Every Deal

Almost every customer uploads personal data, so each contract needs a DPA that covers every GDPR Art. 28(3) element, a sub-processor authorisation, and for transfers outside the EEA either the 2021 SCCs or the EU-US Data Privacy Framework with a fallback module.

Deadlines That Pass Unnoticed

Deals slipped past quarter end waiting on legal, and after signature the 90-day renewal notice window was tracked in a spreadsheet. Nobody could see which contracts were stuck, whose turn it was, or which close dates were at risk.