Client Overview
A rapidly scaling technology company managed thousands of vendor, customer, and partner contracts across departments including procurement, legal, finance, and operations. Contracts were stored in shared-drive folders using inconsistent naming conventions, making it difficult to track obligations, renewals, and risk exposure.
As contract volume increased, the company faced growing compliance and financial risk.
The Challenge
The organization struggled with contract visibility and governance:
- No centralized contract system
Contracts were scattered across shared drives, email attachments, and local folders. - Missed renewals and compliance risk
Expiry dates, SLAs, and notice periods were tracked manually or not at all, leading to missed deadlines and unfavorable auto-renewals. - Slow contract searches
Finding specific clauses required opening documents one by one, slowing negotiations and audits. - Poor scalability
Legacy naming systems and folder structures could not keep pace with the company’s rapid growth.
Leadership needed a single contract intelligence system that could automatically structure, track, and surface critical contract data.
The Solution
A centralized contract intelligence platform was deployed to ingest legacy contracts and apply AI-driven extraction and indexing.
Key capabilities delivered:
Automated Metadata Extraction (New)
AI models automatically extracted structured fields from thousands of legacy contracts, including:
- Expiry and renewal dates
- SLAs and penalty terms
- Contract values and counterparties
Structured metadata tables were created without manual data entry.
Renewal & Obligation Alerts (New)
Automated alerts were configured for upcoming renewals, expiries, and notice windows.
Missed deadlines were reduced to zero, eliminating surprise auto-renewals and compliance gaps.
Full-Text Clause Search (New)
Full-text indexing enabled instant search across all contracts by clause type, keywords, and obligations, dramatically accelerating:
- Negotiation preparation
- Legal reviews and audits
- Risk and compliance checks
Centralized Contract Repository (Fixed)
All contracts were migrated into a single secure repository, removing reliance on shared drives and outdated folder naming systems.
Implementation Timeline
- Week 1: Contract ingestion, AI model configuration, and metadata schema design
- Week 2: Alert rules setup, clause indexing, repository migration, and user onboarding
The full system was operational within weeks.
Results & Impact
Within the first quarter, the company achieved:
- Zero missed renewal deadlines through automated alerts
- Thousands of contracts structured automatically with searchable metadata
- Faster negotiation cycles enabled by clause-level search
- Reduced compliance and financial risk with centralized governance
Contract management shifted from reactive tracking to proactive control.
Key Takeaway
By applying AI to contract intelligence, the company eliminated renewal surprises, improved negotiation speed, and gained total control over its contractual obligations — at scale.
