Contract management vs CLM vs workflow orchestration: Key differences explained

At a glance

Contract management software simplifies document storage but rarely achieves full automation. CLM platforms extend this by automating lifecycle tasks, yet their strength remains in internal, legal-first workflows.

Workflow orchestration goes a step further by managing external collaboration, multi-party coordination, and human-in-the-loop approvals that traditional CLMs overlook.

This is where Moxo delivers distinct value, orchestrating contract processes across clients, vendors, and partners while integrating seamlessly with CLMs, CRMs, and document management systems.

What you’ll discover: How workflow orchestration bridges the gaps left by traditional CLM systems to deliver faster, more compliant, and connected contract management with Moxo’s intelligent workflow platform.

‍

Why contract management matters

Contracts are the lifeblood of business. Yet, Gartner reports that contracting inefficiencies cause a 5–40% value leakage in organizations. For enterprises closing hundreds or thousands of contracts annually, this represents millions of dollars lost—not due to strategy mistakes, but because workflows stall.

Most businesses attempt to address these challenges with a patchwork of tools. Some adopt contract management software for storage and reminders. Others invest in CLM platforms to automate drafting and approvals. Yet many still face bottlenecks, especially when external stakeholders are involved.

That is why a third category, workflow orchestration, has emerged. Instead of focusing solely on contracts as documents, orchestration manages the entire process end-to-end, connecting internal systems to external client and vendor actions.

‍

Contract management software: Overview and key features

Contract management software serves as a foundational tool in managing contracts effectively. It focuses on centralizing and organizing documents, making it an essential solution for small businesses or teams with straightforward contract needs. Here's a quick breakdown:

Definition: Repository-first tools designed for storing, organizing, and tracking contracts.

Primary job: Centralize contracts, set reminders for key dates, and prevent document loss.

Users: Frequently used by operations teams, administrative staff, and small to medium-sized businesses (SMB).

Key strengths: Simple to use, affordable, and ideal for basic contract organization.

Key limitations: Lacks advanced features like automation and multi-user collaboration.

Example use case: A small accounting firm uses contract management software to easily store and access client agreements while staying on top of contract deadlines.

How it differs from CLM and workflow orchestration: unlike contract lifecycle management (CLM) tools, which manage the full contract lifecycle, contract management software focuses primarily on document storage and organization with minimal automation. For teams requiring advanced coordination across multiple processes, workflow orchestration tools would be a better fit.

CLM platforms: Streamlining legal processes

When comparing contract management to CLM and workflow orchestration, CLM platforms stand out for their comprehensive approach to handling contracts throughout their lifecycle. Here's what makes them unique:

Definition: Full contract lifecycle management platforms offering features like drafting, redlining, versioning, approval workflows, and analytics.

Primary function: Automate and streamline the internal legal workflow, covering everything from contract creation to execution and storage.

Key features: Centralized contract repository, automated reminders for renewals or deadlines, and insights through advanced analytics.

Best for: Businesses looking to enhance legal efficiency, reduce manual errors, and maintain better compliance through end-to-end contract oversight.

CLM platforms serve as a bridge between simple contract storage systems and advanced workflow orchestration tools, empowering legal teams to work smarter, not harder.

Workflow orchestration: Streamlining external collaboration

Workflow orchestration focuses on automating and managing complex, human-in-the-loop processes that involve clients, vendors, and partners. While not a replacement for contract lifecycle management (CLM), it serves as a complementary tool for managing external workflows efficiently.

Key features and differences

• Purpose: Ensures contracts don’t get stuck at critical steps like approvals, document requests, or external signatures.
• Primary Users: Ideal for service firms, consultants, financial institutions, and industries reliant on vendor collaboration.
• Strengths: Excels in managing external workflows, maintaining audit trails, enabling integrations, and providing branded client portals for collaboration.
• Limitations: Not built for contract drafting or internal processes; works best when paired with CLM tools.
• Use case example: A consulting firm using Moxo to manage Statement of Work (SOW) approvals involving clients, legal teams, and finance departments.

Why it matters in contract management

Workflow orchestration simplifies external coordination and ensures contracts move seamlessly across multiple parties. It's an essential tool for businesses with complex, client-facing processes that require transparency and efficiency at every step.

‍

Strengths and gaps of each approach

This table makes clear that orchestration fills a gap CLMs and repositories leave open: the external, human steps that delay contracts.

‍

When to add Moxo for human-in-the-loop steps

Most contract delays do not occur in drafting—they occur in approvals, signatures, and external collaboration. A CLM may control redlining, but once a contract leaves legal, progress often stalls.

This is where Moxo adds value:

• External collaboration: Branded client portals remove friction for vendors, clients, and partners.
  
• Multi-department approvals: Finance, legal, compliance, and project managers approve in one orchestrated flow.
  
• Automated document collection: Clients/vendors submit required documents securely. (Document collection)
  
• Compliance visibility: Every action logged in regulator-ready audit trails. (Security)
  
• Integration with existing systems: Syncs to CLM, DMS, CRM, and ERP. (Integrations)
  

Example: A financial services firm used Moxo to orchestrate KYC approvals. Their CLM handled drafting, but Moxo managed document collection, compliance checks, and client approvals. This reduced onboarding time by 54% while ensuring full regulatory compliance.

‍

Example architectures

SMB with repository software

• Setup: Repository software stores documents; Moxo orchestrates workflows.
  
• Flow: Repository acts as final archive; Moxo manages approvals, e-signatures, and reminders.
  
• Outcome: Combines organization with orchestration without full CLM costs.
  
• Relevant use case: Small business workflows.
  

Enterprise with CLM

• Setup: CLM manages drafting and redlining; Moxo executes external workflows.
  
• Flow: Once a draft is finalized in CLM, Moxo orchestrates signatures, client approvals, and compliance reviews.
  
• Outcome: Legal retains control while Moxo accelerates execution.
  
• Relevant use case: Enterprise solutions.
  

Service provider with CRM

• Setup: CRM manages opportunities; Moxo orchestrates contracts.
  
• Flow: Salesforce deal closure triggers an NDA or SOW workflow in Moxo. Records sync back to CRM.
  
• Outcome: Sales-to-contract cycle times are cut in half.
  
• Relevant use case: Consulting workflows.
  

Vendor-heavy industries

• Setup: ERP initiates vendor contracts; Moxo orchestrates compliance and approvals.
  
• Flow: Vendor uploads certifications in a vendor portal. Procurement and finance approve before execution.
  
• Outcome: Vendor onboarding reduced from weeks to days.
  
• Relevant use case: Logistics workflows.
  

‍

ROI of orchestration

Research confirms that automation has a direct financial payoff.

• McKinsey reports that workflow automation reduces processing time by 40–60% (McKinsey).
  
• Deloitte found that compliance automation cuts costs by 30–40% in regulated industries (Deloitte).
  
• PwC highlights that audit readiness reduces regulatory risk and can lower fines by millions annually (PwC).

Case in point: A law firm using Moxo orchestrated client intake and contract approvals. By reducing back-and-forth emails, they increased client capacity by 75% while reducing audit prep time from weeks to hours.

‍

Deciding your next step: Is workflow orchestration the answer?

If you're evaluating solutions to streamline your contract processes and integrate them with broader business operations, ask these key questions. Your answers will help determine if workflow orchestration is the missing piece:

Do we need more than just contract storage?

Is our current CLM too focused on legal, leaving other teams struggling?

Are delays frequently caused by clients, vendors, or partners?

Do we require audit-ready logs that track all human actions?

Could seamlessly connecting our CLM, CRM, and ERP systems benefit us?

If you answered yes to these questions, advanced workflow orchestration might be exactly what your organization needs.

‍

How Moxo helps with workflow orchestration

Moxo is a client interaction hub designed for workflow orchestration. It goes beyond simple contract storage or drafting by providing a comprehensive platform to manage the entire contract lifecycle, from initiation to renewal.

Here's how Moxo can help:

Centralized hub: Manage all client interactions, documents, and approvals in one secure, digital space.

Streamlined workflows: Automate your contract processes from initiation to signing with a no-code workflow builder for approvals, reminders, and escalations.

Enhanced collaboration: Facilitate seamless communication between internal teams and external parties with secure, branded portals.

Mobile-first accessibility: Enable clients and vendors to review, sign, and upload documents from anywhere.

Compliance by design: Ensure security and compliance with features like SOC 2, GDPR, encryption, and audit trails.

Seamless integration: Syncs with your existing CLM, CRM, and ERP systems.

ROI-driven outcomes: Achieve faster contract cycles, reduce email volume, and improve compliance.

Bringing it all together

Contract management software, CLM platforms, and workflow orchestration are not rivals they are stages of maturity. Repositories centralize, CLMs automate internally, but orchestration ensures contracts flow across external parties.

Moxo bridges these worlds, ensuring contracts don’t just get drafted but actually move to completion securely, quickly, and with client confidence.

Book a demo with Moxo to see how orchestration can complement your CLM and CRM.

‍

FAQs

What is the difference between contract management software and CLM?

Contract management software stores and organizes contracts. CLM platforms automate drafting, redlining, and approvals.

How does workflow orchestration differ from CLM?

CLM is legal-first, managing drafting. Orchestration ensures external and human-in-the-loop steps, clients, vendors, and compliance move forward.

Can Moxo replace a CLM system?

No. Moxo complements CLMs by handling external workflows while syncing back to CLM/DMS systems.

Why do businesses need orchestration in addition to CLM?

Because delays happen outside legal teams—with clients, vendors, or finance. Orchestration removes those bottlenecks.

Is Moxo secure for contract workflows?

Yes. Moxo is SOC 2 certified, GDPR aligned, supports MFA/SSO, encryption, and regulator-ready audit trails.

What industries benefit most from orchestration?

Industries with compliance-heavy, client/vendor contracts, financial services, legal, accounting, logistics, and healthcare.

‍