Decide what you are fixing before you compare tools
Buyers often start with feature lists. It is better to start with the failure you want to stop. For most companies of 20 to 1 000 people, the list is short and specific.
- Renewals slip. Contracts auto-renew because nobody saw the notice deadline.
- Nobody can find the signed version. The archive is spread across inboxes, drives and e-signature accounts.
- Terms are agreed without the right sign-off. Discounts, liability caps or payment terms change without finance or counsel seeing them.
- Drafting is slow. Every agreement is rewritten from the last one someone found.
Rank these for your company. A team whose main pain is renewals needs strong extraction and alerts first; a sales team whose main pain is speed needs templates, approvals and signature first. If you need a refresher on the stages involved, read the contract lifecycle management process article.
Eight criteria that matter for a team without legal ops
- Time to value. How long from purchase to the day your archive is searchable and your renewal dates are known? Some suites plan implementations in months. For a growing team, days are realistic and weeks are the ceiling.
- Extraction you can verify. AI that reads contracts is now common. What separates tools is whether each extracted field shows the source sentence and whether you can correct it in one click. A date you cannot check is a date you cannot rely on.
- Renewal alerts that compute the notice deadline. An alert on the expiry date is too late. The tool should calculate the notice deadline from the term and the notice period and alert the owner well before it.
- Repository and search. Full-text search, folders, tags, counterparties, owners and version history. You should be able to answer "which contracts have a liability cap below X" without opening files.
- Approvals and audit trail. Rules by contract type and value, an approver chain, comments, and a record of who approved what and when.
- Built-in e-signature. Signing inside the same system means the executed copy is filed automatically. A separate signature tool means someone has to move files.
- Exit and data ownership. Can you export everything, documents and structured data, at any time, without a support ticket? Is your contract data used to train AI models?
- Price that scales with you. Look at seats included, per-seat cost after that, storage limits and extraction limits. Check what happens to the price when you double headcount.
Criteria that matter less than vendors suggest
- Very large clause libraries shipped out of the box. Your own ten clauses matter more than a thousand generic ones.
- Complex visual workflow designers, if your approval rules fit on half a page.
- Dozens of integrations, if you use two of them. Check that the two you need exist.
Questions to ask every vendor
Use the same questions for every tool on your shortlist, and ask for the answer in writing.
- How long does a typical company of our size take to go from signed order to searchable archive?
- Can we upload our existing PDFs and DOCX files in bulk, and what is extracted automatically?
- Does each extracted field show where in the document it came from?
- How is the notice deadline computed, and who receives alerts, when?
- Can approvals be routed by contract type and value without professional services?
- Is e-signature included, and are signed documents filed back automatically?
- How do we export everything if we leave, and in what formats?
- Do you use our contracts to train AI models?
- Which plan do we need for our headcount, and what is the price per extra seat?
- Is the security documentation we need for our own customers available?
The kinds of CLM tools, described fairly
The market divides roughly into four groups. The names below are examples of each kind, described by their public positioning; check each vendor's current pricing and features directly, because both change.
- Enterprise CLM suites. Ironclad and DocuSign CLM are built for larger organisations, often with in-house legal teams, and offer deep workflow configuration and integrations. Pricing is by custom quote. They suit companies that have legal operations capacity to configure and maintain them.
- Collaborative drafting platforms. Juro focuses on drafting and negotiating contracts in a browser-based editor, with approvals and signature attached. Pricing is by custom quote. It suits teams whose main pain is creating and negotiating agreements.
- Document and proposal tools. PandaDoc is centred on proposals, quotes and documents with e-signature, popular with sales teams. It suits companies whose contracts are mainly sales documents.
- Repository-first tools. ContractWorks focuses on secure storage, search and alerts for executed contracts. Pricing is by custom quote. It suits companies whose main need is the archive.
AgreementSoftware sits between these groups on purpose. It covers the whole lifecycle (repository, AI extraction, renewal and obligation alerts, templates, approvals, e-signature and a dashboard) for growing companies without a legal ops team, with published prices and a setup measured in a day. Our best contract management software page compares the categories side by side.
How to run a two-week evaluation
A fair evaluation uses your own contracts, not the vendor's slides.
- Pick twenty real contracts: your five largest vendor agreements, five customer agreements, five NDAs and five odd ones (a lease, a contractor agreement, a document with a scanned signature page).
- Upload them to each tool on the shortlist.
- For each contract, check the extracted term, notice period, auto-renewal and payment terms against the source sentence. Count corrections.
- Set up one approval rule and one template, and time how long it takes.
- Send one agreement for signature internally and check where the signed copy ends up.
- Export everything and open the export.
The tool with the fewest corrections, the shortest setup and a clean export is usually the right one for a team without legal ops. The Contract snapshot demo on our homepage lets you test extraction on one contract before you create an account.
A cost comparison that includes your time
Price comparison should include setup and upkeep. As an illustration: a tool at $149 per month that your operations lead configures in an afternoon costs less in practice than a tool with a lower list price that needs a consultant for every approval rule. Our pricing page lists Starter at $49 per month with 3 seats, Plus at $149 per month with 10 seats and Pro at $499 per month with 40 seats, with extra seats at $15 per seat per month and lower prices when billed yearly. There is no free plan; the demo is free.
Matching the tool to your company size
The right answer changes with headcount and contract volume, so it helps to be honest about where you are today and where you expect to be in two years.
- Under 50 people, a few hundred contracts. The main need is usually a searchable archive with renewal alerts. A plan with a few seats, extraction for the archive and simple templates is enough. See contract management software for small business.
- 50 to 300 people, several departments signing. Approvals by type and value, folder permissions and an audit log start to matter, because more people commit the company to terms.
- 300 to 1 000 people, legal counsel involved regularly. Multi-step and parallel approvals, CRM and storage integrations, reporting for finance and single sign-on become part of the requirement.
Buying for the company you will be in five years usually means paying for configuration you will not use for three of them. Buy for the next two years and check that the vendor has a path upward.
Warning signs during a sales process
- The vendor cannot say how long implementation takes for a company your size.
- Extraction results are shown only on the vendor's own sample contracts.
- Export is described as "available on request".
- Alerts are based only on expiry dates, not on notice deadlines.
- Core features such as approvals or signature are sold as separate products with separate contracts.
None of these is automatically disqualifying, but each is worth a direct question. For more on what extraction can and cannot do, read contract analysis software: what AI extraction gets right, and for the feature list in one place see our contract management platform features.