Contract management and documentation

The Contract Management and Documentation service on the Qiwa platform is a core digital HR solution provided by the Saudi Ministry of Human Resources and Social Development to modernize workforce management, enhance transparency, and protect the rights of both employment parties in the Saudi market. This service enables businesses to fully create, document, modify, and terminate employment contracts electronically, eliminating paperwork and physical office visits, thereby speeding up processes and saving resources for employers and employees.

Employers or HR managers start by logging into Qiwa, selecting the Contract Management and Documentation service, then adding company and employee details plus contract specifics (type, salary, allowances, probation period, benefits, start date, etc.). The contract is sent electronically to the employee for review; they may accept, reject, or request amendments. Upon mutual approval, the contract is officially documented and linked to the employee’s record in the General Organization for Social Insurance (GOSI).

The platform supports contract documentation for both Saudis and expats, and accommodates all contract types including fixed-term, indefinite, part-time, and remote contracts. It provides tracking for contract status and documentation rates, allowing businesses to monitor contracts under review, unverified, or expired, and produce compliance reports. The platform also simplifies contract termination according to ministry regulations, and enables employees to track their rights, severance entitlements, and requests through Qiwa.

Service benefits include digital archiving of contracts, legal protection for both employees and organizations, easy review/modification, verification of data accuracy across agencies, and digital transformation towards a paperless workplace. Qiwa emphasizes the necessity to document all contracts from the start of employment to termination to fully safeguard rights.

Importance

Speeds up hiring and documentation processes, integrates with GOSI.
Enhances transparency and legal protection for all parties.
Facilitates contract archiving and electronic verification.
Reduces errors and ensures full labor law compliance.

Challenges

Requirement for continuous updating of employer and employee data for valid documentation.
Managing contract and template changes to align with regulatory updates.
Handling high contract volumes during peak times and onboarding.