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Centralized contracts, less effort, more efficiency. Find out how the LOOPING GROUP optimized its contract management with ContractHero, reliably adhered to deadlines and significantly reduced its administrative workload. Thanks to centralized digital filing, automated reminders and smart workflow management, the company was able to increase efficiency and avoid unnecessary contract extensions.
The LOOPING GROUP is a brand media house specializing in digital transformation, communication and marketing with around 100 employees. The LOOPING GROUP includes the agency subsidiary LOOPING ONE and the publishing subsidiary Beautiful Minds Media. It has offices in Munich, Hamburg and Berlin and supports companies with customized solutions in the areas of digital marketing, content creation and communication strategies.
In 2022, the LOOPING GROUP decided to introduce ContractHero as a solution for the centralized and transparent management of its contracts.
Before the introduction of ContractHero, LOOPING GROUP's contract management was organized on different, unconnected platforms such as SharePoint, Excel lists and private filing systems. The contracts, including service provider contracts, rental contracts, internet contracts and IT subscriptions, were spread across several systems and folders, which made them difficult to find and process. It became particularly problematic when employees left the company, as in such cases missing information often had to be painstakingly and time-consumingly retrieved.
"We entered deadlines in calendars and shared them with others, but it was always person-related. If someone left the company, we had to start all over again. It was very tedious as all contracts were tracked and maintained manually."
One of the biggest challenges was keeping track of the numerous deadlines. Without a central solution, it was difficult to keep track of all contract deadlines, which meant that they were sometimes overlooked. Delayed terminations not only caused unnecessary costs - potential for optimization through timely reviews and renegotiations also sometimes remained unused.
The lack of an automated solution led to redundant manual processes that took up a lot of time. Employees had to search for contracts, monitor deadlines and assign tasks manually, which led to a higher error rate and unnecessary workload. This made collaboration between departments more difficult, as each department used its own systems and there was no uniform overview.
"It was very time-consuming to do the same tasks manually over and over again and to rely on the memories of individuals. We didn't have a clear overview of the tasks and there were often delays if someone dropped out or made changes."
With the introduction of ContractHero, all contracts are recorded and managed in one central location. The tool allows contracts to be easily uploaded and securely stored so that all relevant documents are accessible at all times. This central digital filing system not only saves time when searching for contracts, but also ensures that all departments always have access to the latest information. The LOOPING GROUP now has a complete overview of all contracts, which has significantly reduced the administrative workload.
"It saves time and, above all, it has become much easier to find contracts. You no longer have to search through different filing systems. Once uploaded, all documents can be found quickly and are accessible to all relevant employees."
A central feature of ContractHero is the automated deadline management - and this is precisely where the LOOPING GROUP has achieved a real efficiency gain. The system automatically reminds users of upcoming termination or renewal deadlines and informs all relevant people early and reliably. This means that no important deadline goes unnoticed, even if the team is absent or on vacation. In addition to avoiding unnecessary contract extensions, the new deadline management system creates one thing above all: planning security and the ability to make informed decisions in good time.
"The reminders ensure that no deadline is overlooked, even if someone is on vacation or absent. This gives us the space to make decisions at an early stage and avoid unnecessary costs."
Beyond simply monitoring deadlines, ContractHero's workflow management has helped the LOOPING GROUP to noticeably streamline internal processes. Tasks relating to contracts - such as approvals, extensions or changes of responsibility - can now be clearly structured and automatically assigned to the right people or teams. This minimizes queries, reduces coordination effort and ensures that no to-dos get lost in day-to-day business. Particularly in cross-departmental collaboration between IT, finance and the back office, central task management creates greater clarity, better traceability and a uniform working basis.
"I no longer have to keep track of all the tasks myself. The tool reminds me and my team of everything and ensures that tasks are completed at the right time."
With ContractHero, the LOOPING GROUP has a complete overview of all contracts for the first time. Thanks to the centralized digital storage, all documents are easy to find and accessible to all relevant employees at all times. This not only makes day-to-day work easier, but also significantly reduces the time required to search for and manage contracts.
Thanks to ContractHero's automated reminder functions, overlooking notice periods is a thing of the past. The LOOPING GROUP is now informed in good time when a contract needs to be reviewed, terminated or extended. This leads to more control over contract terms, avoids unnecessary costs and creates room for early strategic decisions.
The introduction of ContractHero has also noticeably improved cross-team collaboration. Departments such as IT and Finance now have access to a shared database, which reduces coordination effort and speeds up processes. Tasks are assigned automatically and responsibilities are clearly defined - this ensures greater efficiency and a significant reduction in the workload.
ContractHero has helped LOOPING GROUP to take its contract management to a new level. Thanks to centralized digital filing, automated deadline management and improved workflow management, the company has not only been able to reduce its administrative workload, but also ensure that no deadline is overlooked. In addition, the tool actively contributes to risk minimization - by creating transparency, clearly assigning responsibilities and enabling timely decisions. ContractHero has enabled LOOPING GROUP to work more efficiently, save costs and improve collaboration between departments.
"ContractHero was the ideal solution for us - intuitive, straight to the point and focused on exactly what we really needed: lean, efficient contract management without distracting additional functions. We are very satisfied and particularly appreciate the continuous development of the tool, which is constantly making it even better."
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