Most businesses do not lose money on the contracts they negotiate. They lose it on the ones that quietly roll over: the software licence that auto-renewed for another year because nobody gave sixty days' notice, the lease option that lapsed, the cleaning contract nobody remembered was up.
ContractWorx keeps one register for all of it. Each contract records its end date and its notice period, so the date that actually matters — the last day to give notice — is calculated for you. The owner, the business stakeholders, IT and Legal are named on every contract, and every one of them is emailed as that date approaches.
Counts down to the notice date, not the end date
An end date is too late. A contract with a ninety-day notice clause has to be dealt with three months before it ends, so ContractWorx alerts against the cancellation-notice deadline: end date minus notice period, recalculated every time either changes.
- Fixed-term, auto-renewing and evergreen contracts
- Reminders at 90, 60, 30 and 7 days, and once when overdue — each company sets its own
- Auto-renewing contracts roll forward a term by themselves, so the next notice date is always right
- Evergreen agreements (NDAs, DPAs) flagged for an annual review instead
The signed copy, where everyone can find it
Upload the signed contract, amendments and addenda against the record. Files are stored outside the website, checked on the way in, served only to signed-in users of that company, and every download is written to the audit trail.
- PDF, Word, Excel and images up to 20 MB, checked by content — not just by extension
- A dashboard tile for active contracts with no signed copy on file
- Removed documents stay in the audit trail; contracts are evidence
Owners, stakeholders, IT and Legal on every item
Every contract and obligation has exactly one accountable owner, and as many stakeholders, IT and Legal contacts as it needs. They can be colleagues or outside people — your attorney, your IT supplier — known only by email.
- Everyone tagged receives the reminders for that item
- If an owner leaves, their items fall to the administrators until someone is reassigned
- A weekly summary to each owner of what is theirs and coming up
Record what was decided before the notice date
Open the contract, choose what was decided (renew as is, renegotiate, terminate or let it expire), add a note when you renegotiate or terminate, and attach the notice letter if you have one. The decision is saved with your name and the date, the reminders for that deadline stop, and nothing on the contract changes by itself. Your auditors can then see that every notice date was dealt with on purpose.
- Decisions are never edited or deleted; a new decision replaces the old one on screen and the history stays
- The assurance view checks each notice deadline against a recorded decision
The company's statutory obligations, too
Twenty-one South African obligations come ready to switch on: the CIPC annual return, B-BBEE certificate, SARS tax compliance PIN, VAT201, EMP201 and EMP501, POPIA Information Officer registration, the PAIA manual, COIDA, UIF, insurance, municipal licence and fire certificate, and the year-end returns (ITR14, provisional tax and the annual financial statements), worked out from your financial year-end. Each gets an owner and the same reminders.
- Mark a period complete and attach the proof — the next due date rolls forward by itself
- Record the date the return was actually filed; a date more than three days back needs the proof attached
- A history of every completed period with its evidence, ready for the auditors
- Add your own obligations alongside the templates
Who acts for the company, with every regulator
A register of the people formally appointed with each regulator — the SARS Registered Representative and Public Officer, CIPC directors and company secretary, the Information Officer, the COIDA and UIF employer representatives and more — with the proof of appointment on file.
- Flags a required role that is vacant, or held by someone who has left
- Mandates and auditor terms count down like contracts, with the same reminders
- An annual "still correct?" confirmation, and a history of who held each role
- An obligation can follow a role: when a new holder is appointed, they become its owner
Company cars follow the vehicle proxy
Company vehicles are registered with one proxy, who registers the cars and renews their licences. Add the licence renewal of each car as a yearly obligation, and a registration as a once-off, that follow the Vehicle proxy role. When the proxy leaves and the next one is appointed, every one moves to the new person, and the history shows who renewed what.
- In the demo, Lindiwe renewed the three licences last year and then resigned; Pieter owns them now
- Each change of owner is recorded on the obligation
Who files on time
The assurance view shows, for each person, the filings that were due in the review period, how many went in on time, how many were late and by how many days on average, what they own that is overdue now, and a strip of the last 12 months. Each filing counts for whoever owned it when it was completed, so a later change of owner does not rewrite the record of the person before.
- Shown to administrators only
- Weakest record first, so it is a short conversation at the performance review
A checklist that gets you set up
When an administrator first signs in, the dashboard shows "Get set up", seven steps to a working register: the financial year-end, the compliance obligations that apply, the regulatory roles filled, an owner on every contract and obligation, a first contract with its signed copy, a second user and the reminder schedule. The steps tick themselves as you do the work, and you can hide the panel and bring it back from Settings.
- Shown to administrators only
Audit packs a second person can approve
A company can ask that every audit pack is approved by a second administrator before it is issued. One administrator submits the pack, the others are emailed, and a different person approves or rejects it with a reason. The issued pack carries both names. With the setting off, a pack is issued by one person and says so.
- Switched on in Settings, and only when there are two administrators with separate logins
- Everyone can see what is waiting for approval; only administrators can act on it
Send an audit pack to your auditor
Under Assurance, each issued audit pack has a Send link for administrators. The auditor gets the signed pack exactly as it was issued, followed by every document in its evidence index, as one password-protected PDF, with the password in a separate email.
- A document that is no longer on file is listed by name and fingerprint, so nothing goes missing quietly
- A large pack is split into parts that each fit an email (up to 8), with one password for all of them
- FICA documents such as ID copies never go with an audit pack; they are listed by fingerprint only
- Every send shows on the Sent page
Give an auditor access to one audit pack
Under Assurance, each issued audit pack has Auditor links for administrators. Enter the auditor's email and choose how long the link works (7, 14, 30 or 90 days). The auditor opens the link, asks for a code that is emailed to that address only, and sees that one pack: the signed report and each evidence document, read-only.
- A forwarded link alone does not get in: the 6-digit code goes to the auditor's inbox, lasts 10 minutes and works once
- FICA documents are never shown; confidential documents open only with your company download password
- Every code, sign-in, view and download is logged with its time and IP, and shows on the pack's link list
- Revoke stops the link at once; Resend invitation sends a new link and the earlier one stops working
Supplier documents
Mark a counterparty as a supplier and keep its B-BBEE certificate, tax compliance PIN and COIDA letter against it. Each shows as current, expiring, expired or missing, the people on the supplier's contracts are emailed before a document runs out, and the dashboard counts what needs attention.
- The company chooses which of the three documents it requires
- Shown in the assurance view as control C11, which is not part of the score
Fill in from document
Upload a contract as a PDF or Word file and ContractWorx reads it on its own server and pre-fills the New contract form: dates, notice period, renewal, value and the other party. Under each field it shows the sentence the value came from, so you only check and correct. It is included in the Business plan.
- Nothing leaves the server, and scanned (image-only) PDFs cannot be read
- It reads dates and numbers, not what a clause means, so always check the fields before you save
FICA records and pack
Banks and attorneys ask for a FICA pack before they do business with a company. ContractWorx keeps the registration documents, share and beneficial ownership registers, bank letter and tax numbers, and each director's, beneficial owner's and signatory's certified ID and proof of address, shows what is missing or stale, and builds the pack as one password-protected PDF. It is included in the Business plan.
- The list comes from your Appointments register, and you are reminded before a certified copy goes stale
- ID numbers are stored encrypted and shown masked, and every pack gets its own random password, shown once and given to the recipient separately
- It is a filing aid: the bank does its own verification, and this is not legal advice
Industry packs
Switch on the pack for your industry and get its calendar next to the general SA one. Eight packs: IVD and medical device distributors, construction and electrical contractors, road freight and logistics, private security, pharmacy and pharmaceutical wholesale, motor dealers, food manufacturing and handling, and medical practitioners and practices. Each pack's obligations arrive switched off, with plain guidance on what to do and what proof to attach. You enter the first date of each; nothing is assumed or forced on. Available on the Business plan.
- Administrators switch packs on or off under Settings, Industry packs; switching one off keeps everything you already set up
- Per-person registrations count down like any term: PrDPs, PSIRA certificates, SACPCMP registrations, SAPC annual fees, MedTech Code certificates
- Suppliers can hold the certificates your industry asks for, such as CIDB grading, operator cards, goods in transit cover or food safety certificates, with reminders before they lapse
- Per-vehicle or per-licence items: set up one, then use Copy on the obligation for the next truck or licence
- Each pack has a ready checklist in Projects, such as a tender pack or an inspection readiness list, that links what you already hold and flags anything out of date
Projects: one-off checklists such as a bank KYC refresh
When a bank asks for its KYC update, start a project from the Bank KYC / FICA refresh template. Each requirement becomes a line with an owner and a due date, and ContractWorx links the documents it already holds: the company's FICA records, and each director's, signatory's and beneficial owner's ID and proof of address. Add anything else from what is already held, or upload it, then send the whole bundle to the bank.
- Linked, not copied: a document stays where it is held, and a stale FICA copy is flagged "Out of date: replace"
- Line owners are reminded 7 days before the due date and when it is overdue, and the lines show in the Monday summary
- Send to the bank: one password-protected PDF with a cover checklist, then every document in order; the password follows in a second email
- Administrators run the project; editors work on the lines they own or the projects they are assigned to; viewers see the status
- Save any project as your own template, for example "Standard Bank 2026"
Confidential documents and sending
Mark a document confidential and it only ever leaves ContractWorx as a password-protected PDF. Administrators can also email documents, or the FICA pack, straight from the register: the locked file goes in one email and a one-off password in a second email, and every send is logged for POPIA and audit.
- Confidential files download as a PDF locked with the company download password, and viewers cannot download them
- Each send gets its own random password, emailed separately and never shown on screen or stored
- The Sent page shows who sent what, to whom and when, and whether both emails went
Sections
Split the register into sections, such as Finance & tax and Payroll & HR, and give each person the sections they work in. Everyone still sees the status, due date and owner of every obligation, but the detail, evidence and people stay with the section.
- Administrators manage sections and who holds them in Settings
- Outside a section an item shows as status only, so nothing is hidden from the dashboard
- A new item starts in the section set for its category
- An issued audit pack downloads only for people who hold every section it covers
The register, on demand
Export the whole contracts and compliance register as a PDF for the board or as a CSV for finance, generated from live data at the moment you ask — owners, next deadlines and whether a signed copy is on file, for every item.
- Administrator, editor and read-only roles
- Each company's data is isolated from every other company on the platform
- Every change, upload and download recorded in the audit trail
- Upload several files at once: up to 10 per go, as a signed copy, amendments or evidence
About this demo
You will be signed into the real product against a sandbox company, Meridian Freight & Logistics (Pty) Ltd — eighteen contracts across every renewal type, the South African compliance register with completed periods and their evidence, and signed copies you can download. Its dates move with the calendar, so something is always coming up. It is read-only: every screen, document and export is open, but anything that would save is held back with a note explaining what the live system would have done. The company, people and counterparties are invented.
Where to start
Start as the Administrator to see the whole register — what ends this quarter, which notice dates fall this month and which compliance items are overdue. Then switch to the Contract Owner to see the same register from one person's desk.
- The dashboard: what ends, what needs notice and what is overdue
- Every contract with its signed copy, people and alert history
- The SA compliance register — CIPC, SARS, B-BBEE, POPIA and more
- Users, reminder settings and the SA obligation templates
- The register as PDF and CSV
- "My items" — the contracts and obligations he owns
- Cancellation-notice deadlines, not just end dates
- IT and Legal contacts on each contract
- His full view is in Finance & tax, with completed periods and their evidence; other items show status only
- Contract values and renewal terms
- Payroll and HR items in full, with their evidence
- Every other item as status only: due date, owner and filed or late
- The full register export for the auditors
- "All my companies": what is overdue and due soon across every client
- The IVD pack: SAHPRA, ISO 13485, calibration, MedTech Code and tender items
- The medical practice pack: HPCSA fees, BHF practice number, dispensing, X-ray QC and healthcare waste
- Principals' ISO 13485 and CE / IVDR certificates, with the ones about to lapse
- A tender pack in progress, built from what the company already holds
- HPCSA annual fees and indemnity cover for each doctor, with one cover already lapsed
- BHF practice number, dispensing licence fee and the Schedule 5 and 6 stock count
- X-ray licence and QC, and the inspection body's approval on file
- Healthcare waste contract and monthly manifests
- An OHSC inspection readiness checklist, built from what the practice already holds