Webinar recording
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Over 100 hours saved per year: How Everphone uses contract management for OPEX control
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“With ContractHero
, we can now answer contract-related questions in under three minutes and save about 100 hours of manual work per year.”
, we can now answer contract-related questions in under three minutes and save about 100 hours of manual work per year.”
Dr. Veronika von Heise-Rotenburg
CFO & Managing Director at Everphone
95
%
Fewer unplanned extensions / missed cancellations
100.000
€
Savings in the first year through better terms, fewer auto-renewals, and cost control
90
%
Less testing and approval time thanks to standardization and AI analysis
90
%
Less testing and approval time thanks to standardization and AI analysis
100+
Hours of time saved
<3Min.
for contract-related questions
0
No more missed deadlines thanks to a clear overview of deadlines
370
contracts on file
With 370 contracts managed centrally, answers to contract-related questions provided in under 3 minutes, and approximately 100 fewer hours of manual work per year, Everphone has established a centralized and manageable framework for its contract management. This results in greater transparency, faster decision-making, and better control over deadlines, costs, and risks.
About Everphone
Everphone offers a comprehensive solution for corporate smartphones and tablets. The company handles the procurement, configuration, management, security, and replacement of mobile devices for business customers. Device as a Service allows companies and employees to choose their preferred smartphone or tablet from manufacturers such as Apple, Samsung, Google, or Fairphone. In this way, Everphone significantly reduces internal IT workload and provides greater structure throughout the entire device lifecycle.
Founded in 2016 by Jan Dzulko, the company employs around 200 people in Berlin, Munich, and Miami. Everphone manages over 400,000 devices for more than 1,000 companies, including international management consultancies and several DAX-listed companies.
For Everphone, intelligent contract management is of great importance. In an international and rapidly growing company, contracts must be readily accessible, analyzable, and manageable. This is the only way to reliably keep track of deadlines, costs, and risks and make well-informed operational and financial decisions.
Dr. Veronika von Heise-Rotenburg
CFO & Managing Director at Everphone
Challenges
Before ContractHero was introduced, contracts at Everphone were scattered across various folder structures. Depending on the type of contract, different departments used different filing systems and had varying levels of information. As a result, there was no reliable, unified database for accessing contract information. In day-to-day operations, this meant that contracts and contractual details first had to be searched for, coordinated internally, and manually reconciled, rather than enabling immediate, informed decision-making.
“The biggest challenge was that there was no single source of truth. Especially when it comes to topics like financials or legally relevant contract terms, it’s difficult when different departments are working with different levels of information.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
Significant manual effort required for due diligence and refinancing
Everphone is regularly audited by investors and banks. Contract information must be available quickly and reliably, particularly during due diligence processes for debt financing and refinancing projects. In practice, this entailed a significant amount of manual work because specific questions—such as those regarding change-of-control clauses or assignment provisions—could not be answered directly from a central database.
Operational inquiries placed a burden on Finance and Legal
Since relevant contract information was not directly accessible to all parties involved, inquiries regarding deadlines, terms, and clauses were directed primarily to the finance and legal departments. Business units were unable to access this information on their own and had to rely on support from central teams. This tied up resources in functions that should have been focusing more on strategic tasks.
Unmanaged contract terms as an OPEX risk
Particularly with SaaS and tool contracts, there was a risk of automatic renewals even though the services were no longer being used internally. Without systematic tracking of deadlines and proactive reminders, notice periods were easily overlooked. As a result, contract management became a direct lever for OPEX control and cost discipline.
Increasing demands on compliance and governance
As the company grew, so did the need for transparency, traceability, and structured contract documentation. It became increasingly important for Everphone not only to store contracts in an audit-proof manner, but also to classify them systematically, make them easy to find, and be able to provide reliable evidence in the event of an audit.
“It is necessary to categorize contracts and be able to identify which ones are relevant to data protection and which ones are relevant to litigation. We lacked that overview.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
The Solution with ContractHero
With ContractHero, Everphone has consolidated its contract management processes onto a single platform. Contracts, drafts, and custom addenda are now managed in one place. This creates a reliable, unified database for management, finance, and the legal department.
“ContractHero helps us map out the entire contract workflow. We can also upload both drafts and individual agreements.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
AI-powered contract analysis for greater transparency
Everphone can now search through and analyze contract data much more quickly. The AI-powered analysis features in ContractHero make it possible to specifically identify deadlines, costs, and critical clauses, and to organize contractual information in a way that makes it usable. This creates a new level of transparency and accelerates both operational and strategic decision-making.
Active deadline management for better cost control
At Everphone, notice periods and contract expiration dates are systematically recorded and actively tracked. Automatic reminders sent to the relevant departments help identify contracts that are no longer needed early on and ensure they are terminated in a timely manner. This makes contract management a concrete tool for cost control and OPEX management.
“The reminders sent to departments about expiring contracts help us save money. This allows us to identify early on which contracts are no longer in use and take action in time to prevent unnecessary costs from continuing.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
API-based integration into the existing system landscape
For Everphone, it was crucial that ContractHero integrate seamlessly into the existing IT infrastructure while remaining easy to use. Integrations with systems such as Salesforce and Personio enable the creation of a consistent data structure. At the same time, the platform is designed so that even employees and managers who do not work with ContractHero on a daily basis can quickly access the relevant information.
“Connectivity to the APIs was very important to us. We were able to integrate all key systems with ease.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
All financial obligations at a glance
Thanks to ContractHero, Weserstadtwerke now has significantly greater transparency regarding its contracts and financial obligations. Key information and upcoming tasks are centrally available and can be tracked at any time. The shared database also facilitates collaboration, as all stakeholders can access the same information rather than having to request it from individual employees.
Results
100+
Hours of time saved
<3Min.
Time for contract-related questions
0
missed deadlines
370
contracts on file
Intuitive to use with no lengthy training required
For Everphone, ContractHero stands out for its exceptional ease of use. The platform provides quick and clear access to contract information. Even employees or managers who do not work in the system on a daily basis can quickly find their way around and access the information they need without extensive training. Furthermore, contracts are documented in a traceable manner through audit-proof storage, protected against unnoticed changes, and can be reliably verified in the event of an audit.
“You could wake me up at 11 p.m. and I’d still be able to navigate the software right away. The platform is simple, clear, and intuitive.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
Contract questions answered in under three minutes
With ContractHero, relevant contract information is now available in Everphone in a matter of seconds. This allows management inquiries to be answered immediately. This speeds up decision-making in day-to-day operations and provides greater peace of mind when deadlines, clauses, or contract details are needed on short notice.
“ContractHero has made us much more efficient. We can now usually answer relevant contract-related questions within three minutes.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
About 100 fewer hours of manual work per year
By centralizing access to contract data, reducing the time spent searching for information, and streamlining review processes, Everphone delivers significant time savings in day-to-day operations. Overall, this results in a time savings of approximately 100 hours per year. Manual effort is significantly reduced, particularly when it comes to follow-up inquiries, audits, and internal coordination.
370 contracts on file as the basis for faster review processes
With 370 contracts on file, Everphone can now export and bundle relevant documents more quickly and make them available for audits or data rooms. At the same time, business units and power users can independently access the information they need without having to go through the finance or legal departments. This improves both audit and due diligence readiness as well as the predictability of OPEX.
“Power users or department heads, who also have access here, can find the solutions themselves.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
Data Protection on a Solid Foundation
ContractHero also provides Everphone with a solid foundation when it comes to data protection. Thanks to hosting in Germany, ISO 27001 certification, and the ability to specifically tag data protection-related contracts and make them easy to find, regulatory requirements can be implemented in a more structured and secure manner. This allows Everphone to maintain a clear overview even when dealing with sensitive contract content and to provide information more quickly in the event of an audit.
Conclusion: More than just contract management
Everphone demonstrates how contract management can become a true foundation for decision-making in an international, fast-growing company. Instead of scattered files, manual follow-ups, and significant effort spent on audits or refinancing, contract information is now available centrally, quickly, and reliably.
This is a clear advantage, especially in a Device-as-a-Service business model with high demands for compliance, transparency, and accountability. With ContractHero, Everphone is laying the groundwork to better manage OPEX, hold business units more accountable, and significantly reduce the daily workload on finance, the legal department, and management.
“With ContractHero, we can now answer contract-related questions in under three minutes and save about 100 hours of manual work per year.”
Dr. Veronika von Heise-Rotenburg, CFO and Managing Director at Everphone
Recommendations
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A clear overview of your contracts in 30 minutes – live in the demo
Frequently asked questions
How is Weserstadtwerke improving transparency regarding contracts, obligations, and responsibilities?
Weserstadtwerke is consolidating its contracts in one place, thereby creating a uniform and reliable foundation for its operations. Instead of having to gather information from various filing systems or departments, contracts, their contents, and obligations are now more readily available and easier to track.
How does Weserstadtwerke reduce the time spent searching for contracts by up to 90%?
Thanks to the centralized repository and full-text and keyword search functions, contracts can now be located much more quickly. Relevant content can be found directly, without having to sift through multiple folders or make internal inquiries. This saves a noticeable amount of time in day-to-day operations.
How can Weserstadtwerke keep better track of important deadlines and contractual obligations?
Contract-related deadlines are now recorded in a much more structured and transparent manner. This allows Weserstadtwerke to keep better track of upcoming obligations and ensures greater reliability in day-to-day operations, particularly when it comes to recurring deadlines and important cut-off dates.
How does AI-powered contract scanning help in quickly building a central contract database?
AI-powered data capture helped Weserstadtwerke efficiently capture hundreds of contracts and convert them into a standardized format more quickly. This made it possible to establish a centralized contract overview in a short period of time without having to process each document manually.
Why is contract management an important management issue in the day-to-day operations of Weserstadtwerke?
For Weserstadtwerke, contracts involve not only legal provisions but also deadlines, responsibilities, and financial obligations. Structured contract management therefore provides the foundation for better managing operational processes, making more informed decisions, and accessing information more quickly.
