White paper
25% better planning, 20% lower costs - with ContractHero & PowerBI
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"With ContractHero, we work more efficiently, transparently and securely. We particularly appreciate the personal support and the regular updates - you can feel that the product is being continuously developed."
Leon Jakupi
Managing Director, MMB Velbert
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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
20%
Cost savings
100%
Contract overview
30%
less administrative work
25%
More precise liquidity planning
20% lower contract costs, 25% more accurate financial planning. Learn how MMB Velbert uses ContractHero to identify unused contracts, reduce expenses, and put its financial planning on a sound, data-driven footing. By integrating with Power BI, structuring contract data, and automating deadline monitoring, contract management has become a lever for transparency, controllability, and effective liquidity management.
About MMB Velbert
MMB – Maschinen, Montage & Betriebsmitteltechnik GmbH – based in Velbert, Germany, has been developing customized special-purpose machines, test stations, and assembly systems for customers in a wide range of industries – from automotive to medical technology – for over 25 years.
As a project-driven company, MMB relies on reliable processes, transparency, and control-relevant data. That is precisely why, at the end of 2023, contract management was completely digitized with ContractHero – and deeply integrated into the existing Power BI landscape.
Leon Jakupi
Managing Director, MMB Velbert
Challenges
Unstructured filing
Before ContractHero was introduced, contracts were stored physically—spread across different folders and locations. This made it considerably more difficult to search for documents, deadlines, or contact persons. Information often had to be compiled manually.
"'Where are the contracts?' - this question came up far too often. With filing at different locations and a lack of structure, it was clear that we needed a central solution, otherwise we would lose time and overview."
Leon Jakupi, Managing Director MMB Velbert
Error-prone and inflexible manual processes
Contract management was carried out using Excel lists. Despite regular maintenance, these lists were prone to errors and did not offer automatic updates or links to other data sources. As a result, they were only as up-to-date as the last manual entry. The effort involved was high and flexibility was low—a risk in project-based day-to-day business.
Lack of deadline control and unclear responsibilities
Contract terms, notice periods, or automatic renewals could easily be overlooked—which in some cases had financial consequences. Responsibilities were not clearly defined, and reminders depended on individuals.
Lack of financial transparency
One of the biggest pain points: a lack of overview of contractually bound costs. Which contracts cause ongoing expenses? Which ones can be optimized or terminated? Without a central database, reliable liquidity planning was hardly possible.
Solutions with ContractHero
Central & structured filing
With ContractHero, MMB manages all contracts digitally and centrally via a cloud-based platform. Full-text search, central storage, and structured recording make the previously scattered contract landscape accessible anytime and anywhere—whether on a desktop in the office or on a tablet in production. The tool meets high security requirements: ContractHero is ISO 27001 certified, as are the data centers used. All data is transmitted in encrypted form and hosted within Germany in compliance with the GDPR.
A central element here is structured storage: with the help of ContractHero's field construction kit, MMB can define its own data fields – for example, for project numbers, contact persons, or time quotas – without any programming effort. This means that contracts are not only stored, but also made available for specific contextual use.
"We configured and customized ContractHero so that it fits our requirements perfectly."
Leon Jakupi, Managing Director MMB Velbert
Automated processes: Contract analysis, import & export
Automated workflows analyze contracts directly upon upload, extracting relevant information and storing it in a structured manner. MMB uses these functions to minimize manual work steps: contract data is captured automatically, and import and export functions ensure seamless system integration. This saves the team time and reduces transcription errors.
Automatic deadline & task management
ContractHero automatically recognizes all relevant deadlines—from termination dates to renewal cycles—and converts them into specific tasks with deadlines. Responsibilities can be clearly assigned using the integrated rights and role management system.
Leon Jakupi and his team receive automatic notifications by email or directly on the platform. This means that critical deadlines are always kept in view – and decisions such as termination, renewal, or renegotiation can be made early and on a sound basis. This automation is a decisive advantage, especially in the dynamic project business: it reduces the administrative burden and at the same time protects against costly omissions.
Power BI Integration: Data-based control
The greatest leverage for MMB lies in the integration of ContractHero into the existing Power BI landscape. Contract data is synchronized in real time via API and is immediately available for reporting.
Insights at the touch of a button
The data flows automatically into interactive dashboards that have been specially designed for liquidity management. They enable: monthly, quarterly, and annual cost overviews, categorization by contract partners and cost types, drill-down to the contract level, including payment terms, filtering by time periods, amounts, and responsibilities.
"I wanted to know what my monthly income and expenses were - both at a glance and in detail. The ability to filter flexibly and drill down into individual contracts was crucial for me."
Leon Jakupi, Managing Director MMB Velbert
Simulation-based planning
Byintegrating ContractHero into Power BI, MMB can dynamically simulate possible changes—such as contract terms or price adjustments—and analyze their effects. The contract data provided by ContractHero forms the basis for simulation-based evaluations and well-founded, forward-looking decisions.
Linking to operational data
Thanks tothe structured contract data from ContractHero and its connection to Power BI, this information can be linked to project-related time tracking data. This allows MMB to directly relate resource utilization to contractual obligations—and identify how projects are performing economically and where there is potential for optimization.
Results
20%
Cost savings
100%
Contract overview
30%
less administrative work
25%
More precise liquidity planning
20 % cost savings
One of the most important findings after the introduction of ContractHero was that many current contracts were causing unnecessary expenditure. With the new overview, MMB was able to specifically analyze which contracts were really necessary - and act accordingly. Contracts were shortened, paused or renegotiated - not on instinct, but on the basis of sound data. In total, around 20% of running costs were saved.
"We were able to adjust many contracts, renegotiate them or terminate them altogether - this immediately resulted in noticeable savings."
Leon Jakupi, Managing Director MMB Velbert
100% contract overview
What used to be spread across multiple folders, Excel lists, and various responsibilities is now fully digitized. Over 570 contracts—including deadlines, contact persons, and cost structures—are centrally recorded and available at the touch of a button. This gives MMB a complete, structured overview of its contracts for the first time—a plus in transparency that, according to Leon, is crucial in everyday life: "When a decision needs to be made today, I can find the relevant information in seconds—without long searches or queries."
30% less administrative work
In addition to clarity, efficiency in day-to-day business has also improved noticeably. Deadlines and tasks are automatically recognized and assigned, eliminating the need for manual maintenance. This has reduced administrative costs by around 30%—time that is now available to the team for more important tasks.
25% more precise liquidity planning
The link to Power BI has a particularly strong impact. Contract data flows automatically into reporting and can be analyzed in detail there—for example, by cost type, contract partner, or time period. Drill-downs and the connection to project-related performance data have also enabled MMB to significantly optimize its financial planning. The accuracy of liquidity forecasts is now around 25% higher than before the introduction of the system – a noticeable improvement in an economically challenging environment.
"The combination of ContractHero and Power BI has completely changed our reporting - we now plan 25 percent more precisely and can react to changes much faster."
Leon Jakupi, Managing Director MMB Velbert
Conclusion: More than just contract management
MMB Maschinenbau has developed contract management from an administrative task into a strategic management tool. ContractHero forms the digital basis for this - with a central data structure, automated processes and deep integration in Power BI. Contract data is no longer isolated, but flows directly into financial planning, enabling well-founded decisions and creating new transparency about costs, deadlines and responsibilities.
In conjunction with reporting in Power BI, ContractHero makes a decisive contribution to improving liquidity management - through real-time analyses, more precise forecasts and the ability to simulate developments at an early stage. Contract data thus becomes a planning-relevant resource and creates measurable added value in terms of efficiency, controllability and profitability.
Recommendations
Top rated on OMR Reviews, Trusted, G2, and others
Our customers value ContractHero for efficiency, reliability and first-class support.
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A clear overview of your contracts in 30 minutes – live in the demo
Frequently asked questions
What are the benefits of ContractHero's contract management software?
ContractHero simplifies contract management and optimizes the creation and negotiation of new contracts through the use of electronic signatures, contract templates, and an integrated search function. A clear dashboard provides a transparent overview of all finances and document management to a whole new level. Thanks to deadline reminders, missed contract and termination deadlines are a thing of the past, while AI-supported contract analysis ensures powerful evaluation of contracts. This significantly simplifies workflows and contributes to increased efficiency.
How is the security of contractual data guaranteed at ContractHero?
At ContractHero, the security of your contracts is fully guaranteed through the use of advanced security technologies and encryption methods. As an ISO 27001 certified SaaS software, we ensure that you always have the latest security features with automatic updates. We also support single sign-on (SSO), multi-tenancy, and detailed role and user management to precisely control and protect access to your contract data. With regular security updates and strict privacy policies, we ensure the security and confidentiality of your contract information.
Why do you need contract management software?
Contract management software creates transparency by storing all contract documents centrally and making them easily accessible. Contracts and their contents can be quickly searched and analyzed , providing a clearly structured overview. Legal compliance is ensured through secure storage in a central location, combined with additional features such as two-factor authentication. Collaboration becomes more efficient as multiple departments have simultaneous access to relevant contract data, changes are documented centrally, and clear workflows accelerate the exchange of information.
What should a contract management system be able to do?
A modern contract management system must store contracts securely and compliantly while presenting them in a clear, structured way. It should provide powerful yet intuitive search functionality, allowing users to find specific clauses or contract details quickly. Visualising contractual relationships by linking relevant contacts and associated documents is also a key capability.
Effective task management is essential for monitoring deadlines and notifying users of upcoming dates through automated reminders. To support data-driven decision-making, the system should generate reports and analyses. Advanced features such as template-based contract creation and integrated e-signature functionality further streamline workflows and improve efficiency across the entire contract lifecycle.
What are other key elements of effective contract management?
Contract management software is essential for managing contracts digitally. It quickly and easily manages certain aspects such as providing an overview of all contracts, costs, and revenues, as well as the contract lifecycle through automated workflows. Good contract management enables all of these things and offers even more advantages, such as digital contract signing, digitization of contract files, and the creation of tasks and reminders that help your company make informed decisions. The software offers more than just contract management; it minimizes risks and accelerates processes.
What does the contract management process look like?
After a contract has been created and signed, a typical contract management process includes:
1. Uploading the contract to digital repository, e.g., via drag and drop.
2. Automatic analysis of the contract by AI.
3. Storage of the contract and recording of relevant data such as deadlines and contracting parties.
4. Set deadlines and tasks, either manually or automatically by the system.
5. Automatic notifications to keep track of important dates and tasks.
This workflow optimizes contract lifecycle management and ensures efficient and legally compliant contract management.
How can you save costs through good contract management?
Effective contract management saves costs, as automated processes free up time that employees can use for strategically and economically valuable tasks. Unwanted contract extensions, which often cause unnecessary costs, are prevented by automatic deadline monitoring and timely reminders. Legal costs can be reduced as the system helps to comply with regulations and transparently highlight contractual clauses with regard to legal requirements. Optimized processes make audits faster and more efficient, as centralized and structured data significantly reduces the time and effort required for audits, thus saving time and money.
What role does artificial intelligence play in contract management?
ContractHero uses artificial intelligence to extract key information from contracts, such as deadlines, termination dates, partner details and payment terms. This analysis enables companies to manage contracts automatically and efficiently by capturing critical contract data and generating tasks and reminders based on it.
How can automation help ensure deadlines are met?
Automation contributes to deadline compliance by ContractHero reading notice periods from contracts and transferring them to the system. Based on user-defined rules, such as sending a reminder three months before the termination date, the software automatically creates tasks. These functions reduce the risk of missed deadlines and improve compliance in contract management.
How does ContractHero ensure a user-friendly and easy implementation of the software?
ContractHero combines intuitive design with dedicated support and efficient onboarding, making implementation straightforward. Features such as mass contract import via drag & drop or CSV, along with AI-supported, scalable contract analysis, significantly simplify the digitisation and management of your contract processes. The user-friendly interface and structured presentation of contracts accelerate onboarding and improve operational efficiency. Our support team guides you from initial setup through to day-to-day use, ensuring your contract management works perfectly for your organisation.
How can ContractHero improve productivity in my team?
ContractHero increases team productivity through digitalization and improved collaboration in contract management. With automation, AI analytics, and reminder and task features, the software minimizes manual processes and promotes clear communication within the team. Responsibilities, deadlines, and important reminders can be easily assigned, improving visibility and compliance in contract management.
