CLOSEx-arrow
Thank You For Reaching Out To Us
We have received your message and will get back to you within 24-48 hours. Have a great day!
back to home
Digital Contract Management System for Reuse Business
Business System Development
Digital Contract Management System for Reuse Business
A rising company in the reuse business wanted a more efficient way to manage supplier contracts. Their legacy system wasn’t cutting it anymore, dragging down operations with slow performance and frequent errors. Haposoft stepped in with a modern web platform to streamline contract management for their internal accounting team. This case study shows how we boosted their efficiency while supporting their mission of sustainable reuse. About the Client A Japanese leader in the second-hand market buys pre-owned luxury goods like jewelry, watches, and branded items to reprocess and resell. With over 1200 stores across Japan, they make it simple for customers to sell pre-owned items sustainably. They build a lasting business by giving luxury goods a new life with top-notch reprocessing. As their business surged, they needed a sharper system to manage supplier contracts across teams. Challenges The project faced tough challenges to meet the company’s goals: Fragmented systems: The company’s operations spanned 1200+ stores, each using different manual systems for supplier contracts, making it hard to manage data consistently. Scalability issues: As the company’s network grew, outdated contract systems became too slow to keep up. Error-prone manual processes: Manual contract data entry led to frequent mistakes, like wrong terms and delayed approvals, slowing down teams. Solutions After spotting the company’s bottlenecks, we crafted solutions to streamline operations and ramp up performance.  We broke down each challenge into manageable tasks and developed features to directly address those needs. Centralized Transaction and Inventory Management To tackle fragmented systems, we created a unified platform to centralize supplier contract management. This cut errors, sped up workflows, and ensured data stayed consistent for 306 daily users. For the frontend, we used ReactJS with TypeScript for a fast, reliable interface. On the backend, Laravel PHP with an API-driven architecture, paired with MySQL, handled 1.5M monthly contract records. AWS CloudWatch monitored performance, and S3 stored files securely. Key Features: Centralized Dashboard: Delivers real-time supplier contract data, keeping operations seamless. Automated Contract Sync: Updates contract details across stores instantly, slashing errors. Quick Search: Finds contract records in 3 seconds, boosting team efficiency. Flexible Contract System With the company’s network expanding, we needed a nimble system to stay sharp. Our contract management platform lets store managers oversee supplier deals smoothly across all locations. Instead of relying on rigid structures, we designed a flexible system to handle diverse contract rules and workflows. Laravel PHP and MySQL fueled a fast, stable backend, with Laravel Queue handling bulk CSV imports for contract updates. We also migrated the system from on-premise servers to AWS Cloud, allowing the client to scale resources on demand and reduce infrastructure costs. Key Features: Manager Portal: A dashboard for store managers to track supplier contracts and team tasks. Contract Analytics: Real-time stats on millions monthly contract deals for quick insights. CSV Imports: Fast, reliable contract updates via Laravel Queue-powered CSV uploads. New Enhanced Team Efficiency We redesigned the platform to make supplier contract work effortless for store managers and teams. Tools built for more than three hundreds daily users streamlined tasks with precision across the entire network. ReactJS with TypeScript crafted a smooth, multi-device interface, so staff could handle contracts on the fly. Key Features: Task Manager: Lets store managers assign and track contract tasks across teams Team Alerts: Real-time notifications flag urgent contract updates, keeping everyone in sync. Custom Reports: Builds tailored contract analytics in seconds, replacing manual spreadsheets. Error Tracking: Spots and logs contract input errors instantly, cutting cleanup time. Results The system brought major upgrades to the company’s operations. Centralizing supplier contract data and automating tasks boosted daily workflows and overall efficiency. Less Manual Work: A single system wiped out manual contract handling, saving time and cutting errors across all branches. Reliable Data: Auto-updates and instant sync ensured accurate contract details, keeping operations smooth. Easy Scaling: As the network expanded, the system added new stores effortlessly, dodging typical growth pains. Fast Decisions: Real-time contract reports let managers act swiftly on supplier needs, staying sharp. Overall, the new system empowered the client to scale operations effectively while maintaining a high level of data accuracy and operational efficiency. Conclusion This project changed the way the company operates. Contract processes became simpler, tasks that used to take hours now run automatically. Daily work flows more smoothly, without the usual bottlenecks from the old system. The team can focus on growing the business, not fighting with tools. With live contract data in hand, decisions come faster. Now, the company stands stronger, ready to manage more branches and make fast decisions with live contract data. Why Choose Us? Haposoft focuses on real results, delivering practical solutions that hit the mark without any fluff. We dive into your business’s needs to craft tools that fit perfectly, not generic fixes that fall short. We’ve smoothed out operations for companies like yours, and we’re eager to help you tackle your challenges. Need a team that’s straightforward and delivers? We’re here to boost your business. Let’s get started.
May 06, 2025
10 min read
share

A rising company in the reuse business wanted a more efficient way to manage supplier contracts. Their legacy system wasn’t cutting it anymore, dragging down operations with slow performance and frequent errors. Haposoft stepped in with a modern web platform to streamline contract management for their internal accounting team. This case study shows how we boosted their efficiency while supporting their mission of sustainable reuse.

About the Client

A Japanese leader in the second-hand market buys pre-owned luxury goods like jewelry, watches, and branded items to reprocess and resell. With over 1200 stores across Japan, they make it simple for customers to sell pre-owned items sustainably.

They build a lasting business by giving luxury goods a new life with top-notch reprocessing. As their business surged, they needed a sharper system to manage supplier contracts across teams.

The client needed a faster way to manage supplier contracts across 1,200 stores.
The client needed a faster way to manage supplier contracts across 1,200 stores.

Challenges

The project faced tough challenges to meet the company’s goals:

  • Fragmented systems: The company’s operations spanned 1200+ stores, each using different manual systems for supplier contracts, making it hard to manage data consistently.

  • Scalability issues: As the company’s network grew, outdated contract systems became too slow to keep up.

  • Error-prone manual processes: Manual contract data entry led to frequent mistakes, like wrong terms and delayed approvals, slowing down teams.

Solutions

After spotting the company’s bottlenecks, we crafted solutions to streamline operations and ramp up performance.  We broke down each challenge into manageable tasks and developed features to directly address those needs.

Centralized Transaction and Inventory Management

To tackle fragmented systems, we created a unified platform to centralize supplier contract management. This cut errors, sped up workflows, and ensured data stayed consistent for 306 daily users.
For the frontend, we used ReactJS with TypeScript for a fast, reliable interface. On the backend, Laravel PHP with an API-driven architecture, paired with MySQL, handled 1.5M monthly contract records. AWS CloudWatch monitored performance, and S3 stored files securely.

Key Features:

  • Centralized Dashboard: Delivers real-time supplier contract data, keeping operations seamless.

  • Automated Contract Sync: Updates contract details across stores instantly, slashing errors.

  • Quick Search: Finds contract records in 3 seconds, boosting team efficiency.

Flexible Contract System

With the company’s network expanding, we needed a nimble system to stay sharp. Our contract management platform lets store managers oversee supplier deals smoothly across all locations. Instead of relying on rigid structures, we designed a flexible system to handle diverse contract rules and workflows. Laravel PHP and MySQL fueled a fast, stable backend, with Laravel Queue handling bulk CSV imports for contract updates. We also migrated the system from on-premise servers to AWS Cloud, allowing the client to scale resources on demand and reduce infrastructure costs.

Key Features:

  • Manager Portal: A dashboard for store managers to track supplier contracts and team tasks.

  • Contract Analytics: Real-time stats on millions monthly contract deals for quick insights.

  • CSV Imports: Fast, reliable contract updates via Laravel Queue-powered CSV uploads.

We built a system to manage contracts faster and cut errors for over 300 daily users.
We built a system to manage contracts faster and cut errors for over 300 daily users.

New Enhanced Team Efficiency

We redesigned the platform to make supplier contract work effortless for store managers and teams. Tools built for more than three hundreds daily users streamlined tasks with precision across the entire network. ReactJS with TypeScript crafted a smooth, multi-device interface, so staff could handle contracts on the fly.

Key Features:

  • Task Manager: Lets store managers assign and track contract tasks across teams 

  • Team Alerts: Real-time notifications flag urgent contract updates, keeping everyone in sync.

  • Custom Reports: Builds tailored contract analytics in seconds, replacing manual spreadsheets.

  • Error Tracking: Spots and logs contract input errors instantly, cutting cleanup time.

Results

The system brought major upgrades to the company’s operations. Centralizing supplier contract data and automating tasks boosted daily workflows and overall efficiency.  

  • Less Manual Work: A single system wiped out manual contract handling, saving time and cutting errors across all branches.  

  • Reliable Data: Auto-updates and instant sync ensured accurate contract details, keeping operations smooth.  

  • Easy Scaling: As the network expanded, the system added new stores effortlessly, dodging typical growth pains.  

  • Fast Decisions: Real-time contract reports let managers act swiftly on supplier needs, staying sharp.  

Overall, the new system empowered the client to scale operations effectively while maintaining a high level of data accuracy and operational efficiency.

The new system made contract management faster, cut down on mistakes, and helped the business grow smoothly.
The new system made contract management faster, cut down on mistakes, and helped the business grow smoothly.

Conclusion

This project changed the way the company operates. Contract processes became simpler, tasks that used to take hours now run automatically. Daily work flows more smoothly, without the usual bottlenecks from the old system. The team can focus on growing the business, not fighting with tools. With live contract data in hand, decisions come faster. Now, the company stands stronger, ready to manage more branches and make fast decisions with live contract data.

Why Choose Us?

Haposoft focuses on real results, delivering practical solutions that hit the mark without any fluff. We dive into your business’s needs to craft tools that fit perfectly, not generic fixes that fall short. We’ve smoothed out operations for companies like yours, and we’re eager to help you tackle your challenges. 

Need a team that’s straightforward and delivers? We’re here to boost your business. Let’s get started.

placeholder
share

Subscribe to Haposoft's monthly newsletter

Ready to elevate your operations?

Discover how Haposoft is setting new standards in operational excellence and technology-driven solutions.

Other Success Stories
Comprehensive Clothing Production & Order Management System
Comprehensive Clothing Production & Order Management System
The Comprehensive T-Shirt Production & Order Management System was developed to address the challenges of managing a high-demand T-shirt production line. This system provides full oversight of order intake, real-time progress tracking, and printer monitoring, bringing simplicity and efficiency to every step of the production process. Tailored specifically to the needs of T-shirt manufacturers, the solution supports end-to-end management, allowing the client to reduce manual tasks, maintain transparency, and ensure smooth operations from order placement to final production. Introduction In the competitive apparel industry, managing production processes efficiently is crucial to maintaining high productivity and meeting customer demands. Recognizing these needs, our client approached us to build a dedicated system that would handle all aspects of order management, production tracking, and machine monitoring. This project required robust solutions to ensure that every T-shirt order could be processed smoothly, with complete visibility into each stage of production and machine usage. By automating core processes and providing a real-time overview, the system significantly reduces administrative burdens and enables better resource planning for the client. About the Client The client operates within the fast-paced fashion sector, specializing in custom T-shirt production. With an expanding business, the client faced difficulties in managing a growing volume of orders, monitoring the performance and usage of production equipment, and tracking the production status of each order efficiently. They needed a solution that would enable seamless order intake, detailed tracking, and machine monitoring, ensuring that all operations ran smoothly and customers received accurate updates. This system was built to support their operational goals, allowing them to focus on meeting market demands while maintaining high service quality. Challenges To meet the demands of a growing T-shirt production line, the project needed to address several complex challenges related to order management, production tracking, and resource utilization. Key challenges included: Efficient Order Management: The client required a comprehensive system to manage, update, and track the status of individual orders with ease. Real-Time Production Tracking: A feature to visualize production stages and display real-time updates on each order’s progress was essential. Comprehensive Printer Management: Tracking printer usage and logging operational data was necessary for maintenance planning and optimal utilization of production resources. Solutions Our approach was to provide targeted solutions to address each challenge, focusing on automation, transparency, and usability to simplify the client’s workflow. Each solution was tailored to meet specific needs while utilizing advanced technology. 1. Centralized Order Management System The Order Management System was built to manage and update all incoming orders in one unified interface. This system organizes orders clearly and allows the client to track order status, edit details, and retrieve data quickly, significantly reducing manual tracking efforts. Built with PHP Laravel and supported by a secure MySQL database, this solution enables the client to handle high order volumes seamlessly, ensuring accuracy and customer satisfaction at every step. Key Features: Real-Time Status Updates: Immediate order status adjustments keep tracking effortless. Efficient Data Retrieval: Rapid access to order details, optimized for large order volumes. Secure Data Management: A reliable database accessible 24/7 for continuous order handling. 2. Real-Time Production Tracking Dashboard To address the need for transparency in the production stages, we developed a Real-Time Production Tracking Dashboard. This dashboard, designed with PHP Laravel and Javascript, uses a calendar interface to provide a visual overview of each order’s progress, helping the client keep production schedules on track. By offering a clear view of the timelines, this feature enables better planning and resource allocation, allowing the client to meet deadlines consistently and inform customers. Key Features: Calendar-Based Display: A visual tracker that maps out each order’s production stages. Immediate Progress Updates: Real-time order tracking supports effective deadline management. Enhanced Planning Tools: Provides insights for efficient resource allocation and scheduling 3. Automated Printer Usage & Maintenance Logger This solution ensures the client can monitor equipment usage and plan maintenance proactively. Integrated into the core system with PHP Laravel and Javascript, this module logs each printer’s operational data, helping the client identify usage patterns and schedule maintenance to prevent unexpected downtime. This feature maximizes production capacity by keeping machines running smoothly, supporting the client’s goal of consistent, efficient production. Key Features: Comprehensive Usage Logging: Real-time performance data capture for each printer. Maintenance Alerts: Automated notifications based on usage patterns to reduce downtime. Improved Machine Uptime: Supports timely maintenance, maximizing production capacity. Results With these solutions, our client achieved a fully integrated system that streamlined their production workflow: Order Management: Simplified the management of order details, allowing for seamless tracking and updates. Production Tracking: Provided a clear, calendar-based view of production timelines, enabling efficient scheduling and resource allocation. Printer Management: Enabled effective tracking and maintenance planning, improving machine uptime and productivity. Conclusion The Comprehensive T-Shirt Production & Order Management System has transformed the client’s workflow, offering an efficient tool for managing orders, tracking production, and maintaining printers. With this system, the client now enjoys improved productivity, reduced administrative effort, and enhanced operational transparency. Our team combines deep industry knowledge with technical expertise to deliver solutions that simplify complex workflows. With a focus on customization, we create tailored systems that empower businesses, ensuring smoother operations, better productivity, and lasting success.
Nov 14, 2024
10 min read
©Haposoft 2024. All rights reserved