Contracts and filing of documents in the company
V-Desk is the ideal tool for streamlining contract workflow processes in your organisation. In one system, you will carry out contract processing from the preparation of the document, through acceptance and electronic approval with any type of digital signature, to its archiving in an electronic contract repository.
Modules for handling and streamlining contract workflows and archiving
in V-Desk and V-Desk GA
contracts
The electronic contract workflow allows for easy management of the contracting process. These then go into an electronic repository, which provides a central database of information.
contract creation
A modern application enabling collaboration, information flow, and workflow at every stage of the contract process: from drafting and review to electronic signature.
Power BI
An analytical knowledge base to support strategic decision-making, both for managers and every employee.
Full digitalisation of business processes at your fingertips.
More than 200,000 satisfied V-Desk users have taken advantage of this opportunity.
Security and compliance
A contract repository you can trust
Contracts contain sensitive data such as rates, commercial terms, personal data, or liability clauses. In V-Desk, archiving is not the “end of the process” but a key element. The contract repository organizes documents, enables full-text search, and—crucially—allows precise access control throughout the contract lifecycle: from draft, through approvals, to signed versions and annexes.
In practice, security is not just a slogan but a set of concrete mechanisms:
Role- and group-based permissions
Users see only contracts they have access to, while administrators can easily define exceptions (e.g., strategic contracts).
Event log and change history
The system records who did what and when, facilitating audits and accountability.
Versioning and working with current templates
Reduces the risk of signing outdated versions or uncontrolled circulating files.
Central storage for attachments and correspondence
Complete contract information is in one place, eliminating the need to search email inboxes.
Retention policies and archive organization
Easier tracking of storage periods, reconstructing collaboration history, and preparing for audits.
Encryption and secure data transmission
Documents are protected both at rest and in transit, reducing unauthorized access risk.
Alerts and notifications
Additional support comes from alerts and notifications that remind users of key dates, such as contract expiry, automatic renewal, or upcoming payment deadlines. This reduces costly oversights and improves operational planning and cash flow management.
Information governance
It’s also helpful to implement simple rules to quickly raise contract security: define confidentiality classes, build a permissions matrix (who can view, comment, or sign), define approval paths for document types, and agree on naming and metadata standards. This speeds up search, ensures consistent reporting, and clarifies responsibilities, whether the legal, sales, or project team manages the contract.
Safety standards
For organizations valuing information governance, the system can also support security and business continuity standards (e.g., ISO 27001 and ISO 22301). Then the electronic contract repository becomes more than a convenient archive—it becomes part of a broader risk management model with clear access rules, an audit trail, predictable workflows, and faster preparation for audits, inspections, and due diligence.
How do V-Desk solutions streamline contract and document filing processes?
The V-Desk is a clear assignment path that allows easy access to information on the current status of the contract.
The electronic contract repository allows for easy, fast and full-text searches for information in documents.
Alerts and notifications remind you of upcoming payments or the end of a contract term.
Contracts and archiving in the V-Desk are
Control of cashflow by scheduling invoicing on a contractual basis.
High standard of information security and document archiving.
It streamlines the work of legal departments, project and sales teams.
Our customers are talking about V-Desk
JMP Flowers
“We no longer waste time searching for invoices, and we have resolved situations where tasks were not monitored and responsibility was unclear. With the V-Desk System, we have achieved smooth document processing.”
BMW Dynamic Motors
“Cooperation with Primesoft Polska began in 2021 and focused on the introduction of solutions aimed at the complex digitization of business processes management.”
EFL Leasing
“Given that we have been successfully cooperating with Primesoft Polska Sp. z o.o. for many years in the development of the V-Desk system, we are pleased to recommend it as a supplier of electronic document circulation systems.”
Domost
We value the potential of the V-Desktop platform, its stability and functionality, which allows us to save time and resources. Tasks including document registration and approval have been automated, and we now have effective control over the process.
Bostik
“We took advantage of the consulting and analytical support provided by Primesoft Polska, and as a result of our cooperation, the V-Desk electronic document circulation system was launched in our organization. We confirm the implementation of the solution in the areas of contracts, orders, and invoices, as well as its integration with the Exact financial system. In all areas, document approval and circulation processes have been streamlined, and control at every stage has been strengthened.”
Kia Polska
“With a professional approach and a deep understanding of our needs, the solution meets our expectations. V-Desk is easy to use and functional, but above all, it streamlines the work of many people and increases the efficiency of the company’s operations.”
SMP Poland
The system allows us to easily track payment deadlines, verify incorrect entries and, above all, eliminate manual work at many stages of invoice processing.
Securitas
“During 11 years of using V-Desk, we have become convinced of the flexibility of this solution, which is why we commissioned modifications allowing V-Desk to be integrated with another system in the company. We confirm that the work was carried out to the highest standard, maintaining high standards of business ethics and continuity of processes in the company.”
Polipak
The flexibility of the implemented system means that its development possibilities, tailored to the company’s current needs, are an additional advantage that is highly valued by our company.
Jass Board
“The switch to digital task and document workflows was our goal, which we were able to achieve with the professional support of Primesoft.”
Mariusz Lisiecki, Information Systems Manager
Ariadna SA Fabryka Nici
“The transition to a digital document circulation system involved changes that had a positive impact on the functioning and flow of processes such as invoice circulation, requisitions, purchases and employee requests. The workflow system was launched to handle the circulation of cost invoices, of which approximately 500 are processed each month.
The positive cooperation with Primesoft, whose goal was to digitise Ariadna, allows us to plan the expansion of the V-Desk system with additional modules.”
Beata Karbowniczak, Chairman of the Board
Grupa Pracuj
“V-Desk is a modern and efficient solution, equipped with a range of tools that significantly improve the comfort of everyday work. We appreciate the flexibility and scalability of the system, which allows documents to be processed efficiently and in accordance with established procedures. By launching the V-Desk system, we have significantly reduced the use of paper documents, and the processing and management of invoices and correspondence in the company has been optimized.”
Rotometal
“We chose the V-Desk solution because of its wide range of options for adapting the solution to our individual processes, as well as the flexibility it offers when integrating with the SAP system.”
NUXE
“V-Desk GA introduced a systematic approach to processes at Nuxe, reducing the problems associated with manual document handling. From now on, we manage invoices electronically and handle HR processes such as vacation requests and approvals, as well as employee attendance records.”
Mitutoyo Polska
V-Desk allows us to focus on the tasks that are essential to our business, without wasting valuable time waiting for documents or registering them manually.
Autostrada Wielkopolska
“We implemented this system as an independent platform available to our subcontractors, self- employed engineers, and other external entities. We wanted to streamline document circulation in our company. We searched the market for programmes that would be easy to use, ergonomic, but also flexible in terms of future system development.”
Elplast +
The expectations we had for digitizing our company have been met. With the V-Desk system, we are no longer using paper documents, which has had a positive impact on the efficiency of our processes.
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
Lhoist Bukowa
“The workflow system from Pimesoft is a simple way to collect quality information, analyse trends, identify problems, and take corrective action. This allows for continuous process improvement and higher quality standards.”
