softXspace365
Document management and contract lifecycle, native to Microsoft 365
About softXspace365
softXspace365 is a document management and contract lifecycle management app from soft Xpansion that runs inside a company's own Microsoft 365 tenant, using SharePoint, Teams, Power Platform, and Power BI. Teams create contracts and other documents from templates, route them through no-code approval workflows, sign them electronically, and archive them with retention rules, while all data stays in their own SharePoint. It is sold per user through Microsoft Marketplace with a 30-day free trial.
Pros & Cons
Pros
- Runs natively in SharePoint and Teams, so documents and data stay in the customer's own Microsoft 365 tenant
- Transparent per-user pricing with a 30-day free trial and annual discount
- Covers the whole contract lifecycle, including e-signature, renewal alerts, and retention schedules
- No-code workflow builder and field-level access control without extra development
- Interface available in English, German, Polish, and Ukrainian
- Backed by soft Xpansion, a vendor in business since 1995 with ISO 9001 and ISO 27001 certification
Cons
- Requires a Microsoft 365 environment; not an option for teams on Google Workspace or other stacks
- No public user reviews on Capterra or G2 yet, so independent feedback is limited
- Tailoring to company procedures and integrations is a paid custom engagement
- Small brand recognition outside Central and Eastern Europe compared with major CLM vendors
Key Features
Contract lifecycle management
Covers the full path from template and draft to approval, signing, monitoring, renewal, termination, and archive, with invoices, acceptance certificates, and addendums linked to the main contract.
Document template library
Legal approves template wording once and employees generate contracts from it, with fields auto-filled from the document card.
No-code approval workflows
Build sequential, parallel, or mixed approval routes with owners, deadlines, conditional branching, and per-step checklists, then reuse them as templates.
Electronic signature
Sign with qualified e-signature providers, DocuSign, Adobe Sign, or the built-in softXspace Sign, with signature verification and an audit trail.
Counterparty registry
A single registry of clients, suppliers, and partners with legal details, contacts, authorized signatories, and cooperation history, with auto-fill from public registries.
OCR and document recognition
Recognizes text from scans and images, processes QR and barcodes in batches, and makes paper archives searchable.
Power BI analytics
Out-of-the-box dashboards for approval stages, team workload, contract turnover by counterparty, and at-risk deadlines, plus a report builder with Excel export.
Reminders in Outlook and Teams
Date, event, or condition triggers send notifications to Outlook, Teams, or email, including contract renewal alerts 30, 60, or 90 days ahead.
Integrations and open API
Vendor lists 50+ connectors for ERP, CRM, accounting, e-invoicing, e-document exchange, email, and signing services.
Security and retention control
Field-level role-based access, Microsoft Entra ID single sign-on, a full action log, version history, and retention schedules by document type.
Pricing
- 30 days free
- Full functionality from day one
- Ready document catalog, workflows, and registries
- Start from Microsoft Marketplace
- $11/user/month billed annually ($132/user/year)
- $13/user/month billed monthly
- Documentation and training for admins and users
- Updates and new versions
- Support within the subscription
- Prices exclude VAT
- Customization to your workflows and procedures
- Integrations with your systems
- Center of Excellence setup
- Turnkey deployment
Best For
Contract management for legal teams
Generate contracts from approved templates, route them for approval, sign them, and get renewal alerts before deadlines.
Paperless document flow in Microsoft 365
Replace email and spreadsheet tracking of incoming, outgoing, and internal documents with registries and workflows in SharePoint and Teams.
Finance and procurement document handling
Link invoices, acceptance certificates, and specifications to contracts and import documents automatically from ERP and accounting systems.
Digitizing paper archives
Scan and OCR paper documents in batches, then apply retention rules so the archive is searchable and compliant.
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