Centralized contracts, less effort, more efficiency. Find out how hhpberlin relieved its financial processes with ContractHero, facilitated strategic decisions and saved €100,000 in the first year. Centralized digital filing, intelligent deadline management and automated contract analyses make contract management more efficient and transparent.
For over 20 years hhpberlin has been a leading engineering firm in preventive fire protection, focusing on safety, sustainability and innovative engineering methods. With more than 200 experts at seven locations, the company develops customized solutions for complex construction projects.
Faced with a large number of contracts and increasing demands on contract management, hhpberlin was looking for an efficient, transparent solution - and found it four years ago in ContractHero.
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hhpberlin's contracts are spread across various locations, often stored in paper form or in digital folders that do not follow a clear structure. Stefan Truthän, Managing Partner of hhpberlin, sums up the problem aptly: "We could hardly measure the number of contracts. There must have been between 500 and 800 analogue documents that we could neither keep track of nor optimize." This decentralized filing makes it difficult to access important contract information quickly. Without a standardized digital solution, there is no overall view of contracts, responsibilities and deadlines, which poses risks and makes strategic management more difficult. Digitizing all documents was therefore the first and most important step towards optimization.
At hhpberlin, financial accounting serves as the central point for contract management - a real bottleneck. As all information converges here, there are delays in the processing and approval of contracts. Employees from other departments are dependent on Financial Accounting to provide them with contract details, which hinders the workflow and leads to long waiting times. At the same time, the administrative workload for the finance team increases significantly as contract requests and deadlines have to be coordinated manually. As a result, there is a risk that deadlines are overlooked or not processed on time, which can lead to financial and legal disadvantages in the long term.
For hhpberlin, contracts are far more than just legal documents - they are an essential tool for economic management. But without a centralized system, there is no way to analyze contract data efficiently and use it strategically. Important information such as terms, cost structures or redundant contracts are difficult to compare, which makes it difficult to optimize the contract portfolio. Without an intelligent solution, it remains time-consuming to identify synergy effects between contracts or to leverage savings potential in a targeted manner. This not only makes financial planning more difficult, but also the possibility of actively using contracts as a management tool for investments and corporate strategies.
With the import and export function of ContractHero, all contract documents can be digitized and organized in a central, digital repository. This gives all relevant employees structured access to contracts, regardless of location. This digital structure enables a 360° view of the entire contract portfolio.
"We were looking for a partner that we found in ContractHero to help us not only transfer our contracts from the analog, paper-based world to the digital world, but also to give us a 360° view of the entire contract portfolio."
Thanks to AI-supported contract analysis and document capture, hhpberlin can automatically identify contract terms, notice periods and important clauses. Through the introduction of reminder functions and responsibility assignmentsall relevant team members are informed in good time about important tasks and deadlines associated with contract documents. This relieves the financial accounting department considerably and allows them to concentrate on strategic tasks.
The contract analysis function enables hhpberlin not only to manage contracts, but also to extract data from contracts in a targeted and automated manner. This identifies redundancies, exploits synergy effects and optimizes investment decisions. ContractHero has transformed digital contract management from an administrative process to a strategic management tool.
"We now use the tool as a strategic support tool for our investments and to recognize at an early stage in which areas we have redundancies and where we can leverage synergy effects."
Thanks to centralized, digital contract management with ContractHero, hhpberlin has access to all contracts at all times and retains full control over terms, deadlines and content. The financial accounting department reduces its administrative workload by 15%, as many manual processes are eliminated thanks to automated reminders and deadline monitoring. This makes unwanted contract extensions and missed notice periods a thing of the past. Contract information is immediately available, which facilitates quick and well-founded strategic decisions.
"ContractHero takes our contract management to a whole new level. Contracts are transformed from soulless documents into living potentials. This frees up liquidity so that hhpberlin can work even more agilely and develop even faster."
This efficiency pays off: In the first three months alone, hhpberlin saves up to 50,000 euros, and a total of 100,000 euros in the first year. But ContractHero not only improves administration, it also turns contracts into a strategic tool. The finance department recognizes redundancies at an early stage, uses synergies and optimizes investments in a targeted manner - a decisive advantage for a growing company with complex contract structures.
By using ContractHero, hhpberlin has not only modernized its contract management, but also strategically optimized the entire company. The combination of digitalization, automation and intelligent analysis has led to more efficient and cost-saving contract management. hhpberlin has proven that an innovative contract management solution can have a direct impact on the economic success of a company.
"I recommend that people try out ContractHero and not just replace traditional, paper-based work, but rethink contracts."
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