The commercial back office — from contract to installed base

• From quote to signatureThe contract is born from the quotation, signed on the portal, and the signed copy cannot be deleted.
• Scope is protectedEvery change request is its own record; the agreed scope never quietly grows.
• Nothing ends quietlyMaintenance, hosting, domain, SSL and licence terms are flagged in advance.
• Who runs which versionEvery installation's version, packages and update history on one record.

A contract is a record

The single source text is a set of versioned contract templates: the portal page, the PDF, the Word file and the public contract page are rendered from the same text.

• A contract per customer. Created from a quotation or an opportunity; numbered; tied to the customer, the signing contact, the opportunity and the order. The order-form annex is drawn from the quotation lines.
• Customisable under control. While it is a draft, a sales manager may edit clauses or add special terms; a contract that differs from the standard text must be approved before it is sent.
• Signed three ways. Online on the portal (name, drawn signature, time, IP, browser and a SHA-256 digest of the text), with a qualified e-signature, or on paper.
• The signed copy is kept. The executed PDF sits on the contract, the customer and the opportunity; it cannot be deleted, renamed or moved.
• A real rate. A Turkish-lira quotation is computed from the current Central Bank rate; with no recent rate the quotation is refused.

The life of a contract

• A review chain before the signature: draft, internal review, legal review, customer review, revision requested, ready for signature.
• Versions that are kept. Every revision is a record; the version the customer signed is marked and never rewritten.
• Change requests. The feature asked for, the business requirement, the technical analysis, the estimate in hours and money, the approval, then development, testing, release and the invoice. A change request is its own record so it never quietly becomes part of the agreed scope.
• Renewals and expiries. Maintenance, hosting, domain, SSL certificate, e-invoice integrator and third-party licences in one register; notices at 90, 60 and 30 days and an activity for the person responsible.
• The implementation project. When the contract comes into force, a fourteen-step implementation project is created for that customer, in the customer's language.
• The KVKK data sheet. Controller, processor, hosting location, backup policy and retention are fields of the contract, printed as a sheet before the signatures.
• What it earns. Annual and monthly recurring revenue and one-off revenue, split by licence, maintenance, hosting, support and professional service.

The installed base

Every installation is a record: the customer and the companies it serves, environment, server, database, distribution and packages, core and PORTWARE version, users, installed and go-live dates, contract, order and opportunity. So is its history: installation, go-live, every update and version upgrade, packages added or removed, maintenance periods, migrations, trainings, incidents and support.

The maintenance end date comes from the contract; it shows as active, expiring (60 days) or expired, and the person responsible is reminded daily. Telling a customer "this is your version, here are its notes, this is your maintenance window" is one click.

The product price list

Every product sold on one sheet: internal reference, category, cost, list price and the margin at list price. Beside it up to six price levels, each a coloured column group with the price, its discount from the list price and the margin over cost. A level is either a discount rate typed by hand or a pricelist whose price comes from the core's own pricelist engine — exactly what a quotation on that pricelist charges. With the dealer portal installed, the Gold, Silver and Bronze dealer levels arrive as the first levels.