Challenges

Lack of digitization and decentralized document storage

The contracts at hhpberlin 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 at hhpberlin, sums up the problem aptly: "We could hardly estimate the number of contracts. There must have been between 500 and 800 analog documents that we neither had an overview of nor could optimize." This decentralized storage makes it difficult to quickly access important contract information. Without a uniform digital solution, there is no overall view of contracts, responsibilities, and deadlines, which poses risks and makes strategic management difficult. The digitization of all documents was therefore the first and most important step toward optimization.

Overload of the finance department due to manual contract management

At hhpberlin, financial accounting serves as the central point for contract management—a real bottleneck. Since all information converges here, delays arise 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. This creates the risk that deadlines will be overlooked or not processed in time, which can lead to financial and legal disadvantages in the long term.

Strategic use of contract data not possible

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.

Solutions

Digitization and central contract management

With the import and export function , all contract documents can be digitized and organized in a central, digital repository. This gives all relevant employees structured access to contracts, regardless of their location. This digital structure provides a 360° view of the entire contract portfolio.

Automated deadline monitoring and relief for financial accounting

Thanks to AI-supported contract analysis and document capture, hhpberlin can automatically identify contract terms, notice periods, and important clauses. By introducing reminder functions and responsibility assignments, all relevant team members are informed in a timely manner about important tasks and deadlines related to contract documents. This significantly reduces the workload of financial accounting, allowing it to focus on strategic tasks.

Strategic optimization through contract analyses

The contract analysis function enables hhpberlin not only to manage contracts, but also to extract specific data from contracts in an automated manner. This allows redundancies to be identified, synergy effects to be exploited, and investment decisions to be optimized. ContractHero has transformed digital contract management from an administrative process into a strategic management tool.

This efficiency pays off: in the first three months alone, hhpberlin saves up to €50,000, and a total of €100,000 in the first year. But ContractHero not only improves administration, it also turns contracts into a strategic tool. The finance department identifies redundancies early on, exploits synergies, and optimizes investments in a targeted manner—a decisive advantage for a growing company with complex contract structures.

Conclusion: More than just contract management

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.