Optimizing Contract Management for a Leading Technology Services Company

Note: The client’s name has been anonymized in this case study to protect their confidentiality.

Problem

Tech Co. was grappling with several critical issues in its contract management. Specializing in IT infrastructure, digital transformation, and software development, Tech Co. needed to streamline handling of MSAs, SOWs, and DPAs. The lack of automation in contract creation, review, and approval processes led to bottlenecks that impacted overall productivity. Visibility over contracting workflows and approvals was limited, resulting in inefficiencies and delays.

Searching for executed contracts was cumbersome, and key contractual obligations were often challenging to manage due to decentralized storage across ad-hoc locations, including email inboxes and local drives. Additionally, tracking crucial contract dates like renewals and expirations proved difficult, compounding the risk of non-compliance.

These challenges were further complicated by the high volume of contracts that varied by region, each requiring adherence to distinct legal and regulatory standards. These multifaceted challenges required a highly customized and strategic solution to ensure compliance across diverse jurisdictions, automated document handling, and centralized contract oversight—all while maintaining consistency and precision at every stage of the contract lifecycle.

Solution

To address these challenges, Execo implemented the ContractpodAi CLM platform, bringing automation and structure to Tech Co.'s contract lifecycle. The solution integrated seamlessly with Salesforce, allowing sales-driven contract generation and managing templates for MSAs, SOWs, and DPAs. Automated workflows facilitated smoother approvals and negotiations, while features like electronic signatures and Single Sign-On (SSO) enhanced security and efficiency.

A central contract repository was created to provide unified access for all stakeholders, ensuring that contracts were stored, tracked, and managed efficiently. Execo customized the implementation to align with Tech Co.'s existing processes, minimizing disruption and enabling an easier transition.

The solution was tailored to integrate specific contract templates and automated workflows for amendments, fitting Tech Co.'s particular needs. Furthermore, adhering to Tech Co.'s financial delegation of authority streamlined approvals, reducing compliance risks and accelerating the contract approval process.