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Over 5 project companies managed centrally and 100% transparency regarding deadlines and payments. empact demonstrates how complex multi-entity structures can be easily managed with ContractHero. The energy company now bundles all contracts from finance, operations, and sales in a central system, automates processes, and creates clear responsibilities. The result: less manual effort, smooth collaboration, and a scalable basis for further growth.
empact GmbH is a specialized energy service provider for the implementation and operation of sustainable energy supply solutions in real estate. With holistic supply concepts that combine photovoltaics, electricity-based heating and cooling, and charging infrastructure into a complete system, empact supports project developers and property owners in providing sustainable and cost-efficient energy supply for their properties. The company was founded in Cologne in 2021 by Sebastian Rühl and has been supported and promoted by renowned German family offices since its inception.
empact's business model is based on long-term energy supply and licensing agreements, primarily with asset managers, housing associations, and project developers. These agreements form the basis for the planning, financing, construction, and operation of the plants and often run for 20 years. Since 2024, empact has been bundling all project-related contracts in ContractHero—the finance, operations, and sales departments are particularly active in working with the platform.
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empact works with a large number of project companies, each of which is responsible for its own energy projects, from roof leases to heat supply contracts. The different roles and contractual partners led to increasing complexity in administration and reporting. Conventional filing systems such as SharePoint reached their limits because they did not offer the possibility of clearly mapping the company structure or clearly assigning responsibilities.
"We work with several project companies, some of which are involved in the same projects. Without a clear separation and clear allocation, it's easy to lose track."
Before ContractHero was introduced, contracts were stored in various drives, folders, and tools. Assigning them to projects or companies was done manually and required a lot of time and coordination. Since several departments were working on the same projects, it was difficult to keep information up to date and make it accessible to everyone. There was no shared database, which made collaboration and searching for relevant documents more time-consuming.
"Before ContractHero, there were always challenges with filing. Where can I find what? What was agreed again? Even the best SharePoint structure won't help you if the documents aren't filed properly."
With rapid growth to around 100 employees in four years, the number of contracts and project companies also increased significantly. At the same time, manual processes such as the creation and processing of roof lease credits or deadline monitoring became increasingly time-consuming and tied up valuable resources. Reminders and tasks also had to be maintained manually or in different systems. This led to additional work for the finance and controlling team and highlighted the need for clear, automated processes.
With multi-client capability of ContractHero, empact can map its entire corporate structure in a central system. Each project company is created there as a separate entity, with its contracts clearly assigned and legally separated. At the same time, authorized employees retain an overview of all ongoing projects and contracts. The clear distribution of roles and rights ensures that each person sees exactly the information they need, without duplicate storage or access. This allows finance, operations, and sales to work on a common, reliable database.
"With ContractHero, we can map each of our project companies individually while still maintaining an overview of the whole. That was a decisive factor for us."
ContractHero now offers a central, searchable platform for all contracts within the company. Thanks to OCR recognition and AI-supported full-text search, contract content such as specific clauses relating to insurance or payment terms can be found in no time at all. In addition, empact uses the field builder to individually record project-specific information such as lease terms or deadlines. This allows empact to maintain full control over all contract data and processes within the company.
"The search function with OCR recognition is a real game changer for us. We can search contract content across all projects and find any passage immediately."
ContractHero now forms the basis for scalable and automated processes. Based on the contract data entered, such as payment or cancellation deadlines, tasks are automatically created and assigned to the responsible teams. Thanks to multi-client capability, these processes can be mapped individually for each company and controlled centrally at the same time. The departments involved—finance, operations, and sales—thus have access to a uniform database. This shortens coordination times and increases operational reliability.
"We have built processes around ContractHero. The information from the contracts is now directly usable and helps us to actively shape internal processes."
In addition to the five project companies, empact now also manages other companies centrally in ContractHero. All contracts are clearly assigned, legally separated, and can be found at any time. Multi-client capability ensures that each unit works independently, while management retains a complete overview of all energy projects. This structure creates order, efficiency, and a stable foundation for further growth.
Finance, operations, and sales now work together in a central system. All contracts, deadlines, and payment information are visible to everyone involved, which greatly facilitates collaboration. Queries between departments are a thing of the past, as everyone has access to the same, always up-to-date data. This strengthens coordination in everyday work and noticeably speeds up internal processes.
With ContractHero, empact has complete transparency over all current obligations. Deadlines and payment terms are clearly documented and automatically monitored, ensuring that no deadline is ever missed. The finance team in particular benefits from the structured overview: payments can be planned in advance and all relevant information can be accessed in seconds.
"Today, we know exactly which contracts are active, which deadlines are running and which payments are due. This saves a lot of time and gives us security."
New project companies can be created in the system in no time at all—quickly, easily, and without external support. Even as complexity increases, the platform remains clear and concise, allowing the team to remain operational at all times and processes to be expanded without significant additional effort.
ContractHero enables empact to manage complex structures involving multiple companies transparently and efficiently. All contracts are organized centrally, legally separated, and accessible to authorized employees at any time. This strengthens the company's governance, reduces administrative effort, and creates a scalable basis for further growth.
The flexibility of the platform is particularly appreciated. empact can build, adapt, and expand its own structures without external support. ContractHero thus grows with the company and forms the foundation for modern contract management in the energy industry.
"ContractHero grows with us—that was particularly important to us. We were looking for a solution that is flexible and continues to evolve, just like we do."
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