Q. What kind of work are you using Questetra for?
JTB BUSINESS INNOVATORS Corp. is a company that provides finance and settlement services for travellers and travel agencies.
For example, we offer pre-paid cards that can be used overseas, foreign currency exchange services for foreign visitors to Japan, pre-settlement services for web accommodation reservations and so on.
We are using Questetra for contract conclusion work. We operate three Workflows, from drafting a request for approval to making a decision, applying for a seal, and registering contract information, and since we can check the contracts in digital files it helps us to prevent the loss of the originals.
Q. Please tell us why you chose Questetra.
By using Questetra we cannot create an official contract unless we go through the Approval process and the Signature process, so we are able to thoroughly enforce internal rules.
In addition, the approver is able to make decisions even while on business trips, and this has made it possible to shorten the time required for approval. It is stable as a system and we can use it with confidence considering the experience of JTB SYSTEM SOLUTION INC., a group company.
Q. What challenges did you have before introducing Questetra and how did you solve them?
Prior to using Questetra we were managing contract signing draft documents on paper.
From the drafting person’s viewpoint it was not clear how far the approval or signing work was to being finished, and they had to deal with unnecessary stress of having to contact the management department. By using Questetra’s data retrieval function the drafter became able to see the progress of the approval settlement and signing work, and this has helped us to understand when the official contract will be completed and to relieve the stress.
Q. Is there anything you have devised for its use?
Since we deal with important and confidential contract information as our business, we restrict viewing authority and control over process to the General affairs division and strictly manage authorization.
We have designed the Workflow so that the approval route that complies with internal rules is automatically determined depending on the type of contract.
In addition, we have prepared a Step for the General affairs department to check midstream to make sure that the contract type is not wrong, so there is no chance that we take the wrong decision route.
From now on, I would like to promote automation like digitally storing the approval history information along with the approval document, so that we can utilize it for business expansion of the company.