Contracts App Overview
Centralize and manage your organization’s contracts from creation through approval, signing, renewal, and expiration—with optional AI analysis, e-signature, and integrations to procurement and assets.
What is the Contracts App?
The Contracts app is a contract lifecycle management system built into MangoApps Workforce. It helps teams create contracts, route them for approval, collect e-signatures, track key dates and value, and get reminders for expirations and renewals—all in one place.
Core Value Proposition:
- 🎯 Single source of truth — All contracts, metadata, and activity in one app
- 🤝 Controlled approvals — Configurable approval roles and workflows
- 📊 Visibility — Dashboard metrics, analytics, and renewal risk insights
- 💰 Spend and value tracking — Contract value, optional spend tracking, and links to POs and RFQs
At a Glance
| 📊 Dashboard & Metrics | 🔗 Integrations | 📱 Mobile Ready |
|---|---|---|
| ✅ Yes | E-Signature, Asset Pro, Source (Procurement) | ✅ Yes |
Perfect For:
- 🏢 Procurement and operations — Manage vendor agreements, MSAs, SOWs, and NDAs
- 👥 Managers and approvers — Review and approve contracts from desktop or mobile
- 📈 Admins — Configure approval roles, notifications, e-signature provider, and analytics
How It Works
Contract Lifecycle Flow
┌─────────────────────────────────────────────────────────────────────────┐
│ CONTRACT LIFECYCLE │
├─────────────────────────────────────────────────────────────────────────┤
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ CREATE │────────▶│ APPROVAL │────────▶│ E-SIGNATURE │ │
│ │ (Draft) │ │ (Optional) │ │ (Optional) │ │
│ └──────────────┘ └──────────────┘ └──────┬───────┘ │
│ │ │ │ │
│ │ ▼ ▼ │
│ │ ┌──────────────┐ ┌──────────────┐ │
│ │ │ Approved / │ │ Active / │ │
│ └─────────────────▶│ Rejected │ │ Expiring │ │
│ └──────────────┘ └──────┬───────┘ │
│ │ │
│ ┌─────────────────────────┼─────┐ │
│ ▼ ▼ ▼ │
│ ┌──────────────┐ ┌──────────────┐ ┌────┐ │
│ │ Renew / │ │ Terminate │ │Expire│
│ │ Amend │ │ │ └────┘ │
│ └──────────────┘ └──────────────┘ │
└─────────────────────────────────────────────────────────────────────────┘
Integration Ecosystem
┌─────────────────┐
│ CONTRACTS │
│ APP │
└────────┬────────┘
│
┌─────────────┬───────────────┼───────────────┬─────────────┐
▼ ▼ ▼ ▼ ▼
┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐
│ E-Signature│ │ Asset Pro │ │ Source │ │ Ask AI │ │ Vendors │
│ (Built-in │ │ │ │ (RFQ/PO) │ │ (Agent) │ │ │
│ or DocuSign│ │ Link assets│ │ Link RFQ │ │ Search & │ │ Vendor │
│ etc.) │ │ to contract│ │ & PO │ │ status │ │ master │
└───────────┘ └───────────┘ └───────────┘ └───────────┘ └───────────┘
Key Features
🌟 Document Management
Create and store contracts with metadata and file attachments.
| Feature | Description |
|---|---|
| Document types | Vendor agreement, NDA, MSA, SOW, lease, license, employment, consulting, service agreement, maintenance, support, partnership, other |
| Contract details | Title, type, vendor, start/end dates, notice date, value, currency, payment terms, auto-renew, renewal term, termination conditions |
| File attachment | Attach the contract document (e.g. PDF) to the record |
| Auto numbering | Optional automatic contract numbers with configurable prefix |
| Activity log | Audit trail of created, updated, submitted, approved, rejected, renewed, terminated, and other events |
Use Case: A procurement manager creates a new vendor agreement, attaches the PDF, sets value and end date, and submits it for approval. All actions are recorded in the activity log.
💡 Pro Tip: Use the optional contract number prefix in Settings so every contract is easy to identify in exports and reports.
🏆 Approval Workflow
Optional multi-role approval before a contract becomes active.
| Feature | Description |
|---|---|
| Configurable approval | Admin can turn approval on/off and choose which roles must approve (e.g. manager, admin) |
| Submit for approval | Contract owner submits the contract; approvers receive in-app and optional email notifications |
| Approve or reject | Approvers can approve or reject with comments; uploader is notified of the decision |
| Pending approval list | Dedicated “Pending Approval” tab and mobile view for items awaiting your action |
| Approval escalation | Optional automated reminders and escalation for overdue approvals |
Use Case: When approval is required, approvers see pending items on the dashboard and in the Pending Approval tab—and can approve or reject from desktop or mobile.
✍️ E-Signature
Send contracts for signature using the built-in e-signature app or external providers.
| Feature | Description |
|---|---|
| Provider options | Native (built-in) or external: DocuSign, HelloSign (Dropbox Sign), Adobe Sign, PandaDoc (when enabled for the business) |
| Place fields | Place signature and date fields on the document before sending |
| Templates | Apply e-signature templates from the e-signature app for consistent field placement |
| Send for signature | Send to one or more signers by email; track status (pending, sent, signed, declined) |
| Mark signed | Manually mark as signed or sync status from the provider |
Use Case: After approval, the contract owner places signature fields, sends the document to the vendor contact, and tracks when it is signed.
📄 Amendments
Track changes to value, end date, or other terms with versioned amendments.
| Feature | Description |
|---|---|
| Create amendment | Propose changes to value, end date, and description (when amendments are enabled) |
| Amendment types | Minor, major, value change, term extension, scope change, vendor change, payment terms change, other |
| Approval | Amendments can require approval; approvers can approve or reject with reason |
| Version history | Amendments are versioned and linked to the contract for audit |
Use Case: When a vendor agreement is extended, the owner creates a term-extension amendment; after approval, the contract’s end date is updated.
📊 Analytics & Insights (Admin)
Admins get a dedicated Analytics view with configurable date ranges.
| Feature | Description |
|---|---|
| Date range | Filter by 7, 30, 90, 365 days, or all time |
| By status | Count of contracts by status (draft, pending_approval, active, expiring, expired, terminated, renewed) |
| By type | Count by document type |
| Value | Total and average contract value in the period |
| Top vendors | Top vendors by total contract value and count |
| Expiration | Count of contracts expiring in the next 30, 60, and 90 days |
| AI risk (optional) | When risk scoring is enabled: high-risk count and average risk score |
🤖 AI Analysis & Risk Scoring (Optional)
When the AI assistant is enabled, contracts can be analyzed in the background.
| Feature | Description |
|---|---|
| Analyze with AI | Trigger AI analysis from the contract detail page; job runs in the background |
| Risk score | Optional risk score (e.g. 0–100) stored on the document; used in analytics when enabled |
| AI insights | View AI-generated summary and insights on the contract once analysis is complete |
| Notification | In-app notification when analysis is complete |
🔗 Integrations
| Integration | Capability |
|---|---|
| E-Signature | Built-in or DocuSign, HelloSign, Adobe Sign, PandaDoc—place fields, send for signature, track status |
| Asset Pro | Link contracts to assets (e.g. asset purchase); view linked assets on the contract |
| Source (Procurement) | Link contracts to RFQs and purchase orders; view linked POs and RFQs on the contract |
| Vendors | Associate contracts with vendor records (optional); use vendor contact for e-signature |
🤖 Contracts AI Agent (Ask AI)
When the Contracts agent is enabled, users can ask natural-language questions about contracts.
| Capability | Description |
|---|---|
| Search contracts | Find contracts by keyword, vendor, type, or status |
| Contract details | Get summary and key dates for a specific contract |
| My contracts | List contracts the user uploaded or is involved with |
| Pending approvals | List contracts awaiting the user’s approval |
| Expiry tracking | Ask about contracts expiring in a time window |
| Request signatures | Trigger or check signature requests (when supported by tools) |
Example questions: “Show contracts expiring this month,” “What contracts need my approval?”, “Find the vendor agreement with Acme Corp.”
🔔 Notifications
| Type | Description |
|---|---|
| Contract created | Optional in-app and email to uploader |
| Approval requested | To configured approvers (in-app and optional email) |
| Contract approved | To uploader when contract is approved |
| Contract rejected | To uploader when contract is rejected (with comments) |
| Expiration reminder | To configured recipients when a contract is within the expiration warning window |
| Contract expired | To configured recipients when a contract has expired |
| Renewal reminder | To configured recipients when notice date is approaching (renewal decision needed) |
| Weekly digest | Optional email digest of pending approvals, expiring soon, recently expired, and renewal decisions |
Notification methods and recipients are configurable in Settings (e.g. email, in-app; roles for digest and expiration alerts).
📈 Dashboard & Statistics
Dashboard (all users with access):
- Total contracts, active contracts, expiring soon (e.g. next 90 days), pending approval count
- Total contract value (active contracts)
- Recent contracts list
- Pending approvals for the current user (when approval is required and user has approval role)
Mobile: Users can view their contracts, browse all contracts (with filters), open contract details, and approve or reject from the mobile app (My Contracts, Browse, Approvals).
📤 Export & Sample Data
| Feature | Description |
|---|---|
| Export to CSV | Export contract list (number, title, type, status, vendor, dates, value, currency, created, uploaded by) |
| Sample data | Admin can load demo contracts and vendors for testing; can delete sample data later |
User Roles & Permissions
| Role | Capabilities |
|---|---|
| Employee | View contracts they have access to (e.g. via allowed roles); use mobile to view and, if approver, approve/reject |
| Manager | Same as employee; often configured as creator and/or approver |
| Admin | Full access: dashboard, documents, expiring, pending approval, analytics, settings (approval roles, e-signature provider, notifications, AI/risk, sample data) |
Creation and approval are controlled by app configuration: allowed roles (who can create) and approval roles (who must approve). Contract edit/delete is limited to the uploader or admins.
How We Compare
See how MangoApps Workforce Contracts compares to common contract and CLM tools:
| Feature | MangoApps Workforce | Concord | Ironclad | ContractWorks |
|---|---|---|---|---|
| Contract repository | ✅ | ✅ | ✅ | ✅ |
| Approval workflows | ✅ | ✅ | ✅ | ✅ |
| E-signature integration | ✅ | ✅ | ✅ | ✅ |
| Expiration & renewal alerts | ✅ | ✅ | ✅ | ✅ |
| AI analysis / risk scoring | ✅ | 💰 | ✅ | ⚡ |
| Unified with HR/Workforce | ✅ | ❌ | ❌ | ❌ |
| Link to procurement (PO/RFQ) | ✅ | ⚡ | ⚡ | ⚡ |
| Mobile approvals | ✅ | ✅ | ✅ | ⚡ |
| Legend: ✅ Included | ❌ Not Available | 💰 Paid add-on | ⚡ Limited |
Why MangoApps Workforce?
- 🔗 Unified platform — Contracts sit alongside eSignature, Asset Pro, Source, and Ask AI in one place
- 📱 Mobile-ready — View contracts and approve or reject from the mobile app
- 🤖 AI-native — Optional AI analysis and Contracts agent for search and status
Getting Started
For Employees
- Open Apps → Contracts to see the dashboard and recent contracts.
- Use Documents or Expiring Soon to find contracts; open any contract to view details and activity.
- If you have approval rights, use Pending Approval (or mobile Approvals) to approve or reject contracts.
For Managers
- Create contracts from New Contract (if your role is allowed); fill in details and attach the file.
- Submit for approval when ready (if approval is enabled).
- Use Pending Approval to review and approve or reject; optionally send for e-signature after approval.
For Administrators
- Go to Settings to configure approval roles, allowed roles, e-signature provider, and notifications.
- Optionally enable AI assistant, risk scoring, renewal reminders, and weekly digest.
- Use Analytics to review metrics; use Load sample data to generate demo contracts for testing.
Best Practices
- ✅ Use consistent document types and a contract number prefix so reporting and search stay clear.
- ✅ Set end dates and notice dates on all contracts so expiration and renewal reminders run correctly.
- ✅ Link contracts to vendors, assets, and (where applicable) RFQs and POs for full traceability.
- ✅ Turn on the weekly digest for managers and admins so nothing slips on approvals or renewals.
Frequently Asked Questions
Q: Who can create contracts?
A: Only users in roles that the admin has set as allowed roles in Contracts settings. Often this includes manager and admin.
Q: Who can approve contracts?
A: When approval is enabled, only users in the approval roles configured in Settings (e.g. manager, admin) can approve or reject. Admins can always access approval-related views.
Q: Can I use our existing e-signature provider?
A: Yes. If your organization has connected DocuSign, HelloSign (Dropbox Sign), Adobe Sign, or PandaDoc in System Integrations, you can choose that provider in Contracts settings. Otherwise you can use the built-in e-signature app if enabled.
Q: Where do expiration and renewal emails come from?
A: A scheduled job checks contract end dates and notice dates. If email notifications are enabled and expiration/renewal reminders are turned on in Settings, configured recipients (e.g. by role) receive the emails. The weekly digest is separate and can be enabled in Settings.
Related Resources
- Apps & Extensions Overview — All marketplace apps
- eSignature App Overview — Built-in e-signature
- Asset Pro App Overview — Asset inventory and linking
- Source App Overview — RFQ and procurement
Manage the full contract lifecycle in one place—create, approve, sign, renew, and stay on top of expirations.
