25 companies, one database: How The Relevance Group makes contract management scalable in a buy-and-build strategy

Challenges

Decentralized storage systems slow down control

At TRG, before ContractHero, contracts were scattered across multiple locations: in SharePoint folders, email inboxes, local storage, or as Excel lists. Anyone who needed a contract or a specific clause often had to first figure out where the document was located and who had last handled it. This took time in day-to-day operations and was particularly problematic when a quick response was needed, such as for renewals, terminations, or in communications with a company.

Due diligence risks were documented but could not be controlled

In the context of a buy-and-build strategy, The Relevance Group already had a lot of key information at its disposal. Risks, special clauses, and deadlines were outlined in the due diligence report or the investment memo. The problem wasn’t a lack of knowledge, but rather implementation: without a system that makes these points visible and tracks them, they quickly fall by the wayside in day-to-day operations. At the latest when responsibilities change, a clear due diligence point becomes an issue that no one actively keeps on their radar anymore.

Managing and overseeing more than 25 companies has become an ongoing task

With around 25 operating companies, transparency is not a nice-to-have but a prerequisite for effectively managing costs and risks. Before ContractHero, however, TRG lacked a reliable group-wide overview. Different filing structures, varying tool environments, and divergent processes across the companies made it difficult to enforce standards and meant that group-wide analysis consistently required manual effort.

Central overview: Find contracts instead of asking for them

To ensure that contracts are no longer scattered across various storage systems, The Relevance Group consolidates them group-wide in ContractHero. Instead of SharePoint, email inboxes, and local folders, there is now a single location where contracts are stored in a standardized manner, can be found quickly, and are clearly organized. This significantly reduces the need for follow-up inquiries and saves time, as teams no longer have to spend time “playing detective.”

Keeping Deadlines and Risks Under Control: Making Due Diligence Findings Actionable

TRG has entered key findings from the due diligence process—such as termination rights, contract terms, and extensions—directly into ContractHero. With reminders and clearly defined responsibilities, a one-time analysis becomes an ongoing process: deadlines are not overlooked, risks do not get buried in reports, and decisions are based on data rather than on what people can recall.

Exit and investor readiness from the very start: Contracts available at any time

TRG uses ContractHero not only to streamline contract management but also as a foundation for investor and exit processes. Relevant contracts and key data are centrally recorded at an early stage and remain accessible at all times. This enables TRG to provide information quickly during critical phases and ensure that data is reliably available.

Multi-client capable: 25 companies in a single system

ContractHero enables TRG to manage all subsidiaries within a single system without mixing responsibilities or access rights. Each subsidiary operates within its own area, while headquarters can oversee and analyze operations across the entire group. This creates a scalable setup for a buy-and-build strategy that brings order while ensuring the necessary separation.

€100,000 in time savings after one year

Since implementing ContractHero, TRG has become significantly more efficient in its contract management. Contracts and their contents are centrally available and immediately accessible, eliminating the need to piece together information from PDFs or make internal inquiries. The AI analysis feature helps quickly identify relevant contract details, reliably track deadlines, and handle recurring issues such as renewals or terminations without lengthy coordination. As a result, TRG was able to save approximately €40,000 in just six months—solely through time savings. After one year, this figure stands at around €100,000. At the same time, according to the CFO, the investment paid for itself after just two months.

15% savings potential through better contract terms and greater transparency

Thanks to the central database in ContractHero, The Relevance Group can better compare contracts, evaluate terms and conditions more transparently, and leverage purchasing advantages in a more targeted manner. Based on current projections, the company therefore expects to save approximately 15% on major procurement costs.

Over 1,000 contracts recorded centrally

Since its implementation, TRG has entered more than 1,000 contracts into ContractHero. As a result, contracts are no longer scattered across SharePoint folders or email inboxes; instead, they can be quickly located, analyzed across the entire group, and clearly assigned to each company.

25 operating companies with governance that does not compromise control

ContractHero enables The Relevance Group to manage 25 operating companies within a single system and make contract data available across the entire group. Thanks to clearly defined access controls, each company operates within its own designated area, while headquarters simultaneously maintains a centralized view for analysis and management. This creates transparency without complicating control and access issues.

Conclusion: More than just contract management

With ContractHero, The Relevance Group has not only centralized its contract management but also transformed it into a buy-and-build setup that reliably scales with the business. Today, more than 1,000 contracts are centrally recorded, easily searchable, and clearly assigned to each company—rather than getting lost in SharePoint folders or inboxes.
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Centralized availability, clear responsibilities, and structured contract data ensure that deadlines and critical clauses remain in view and that recurring issues can be handled much more efficiently in day-to-day operations. The results are measurable: After just one year, TRG was able to save around €100,000 solely through time savings. At the same time, the multi-client capability demonstrates that contract management works even in complex structures. 25 operating companies can be mapped within a single system without mixing access rights and without losing control at headquarters.
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Another key to success was the rollout itself. TRG was supported by the ContractHero team, which provided structured assistance during implementation and facilitated rapid, productive adoption in daily operations. The result was not just a new tool, but a reliable process that is supported internally.
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TRG thus demonstrates that digital contract management is far more than just filing. It is a strategic management tool for cost control, risk reduction, and scalability that quickly pays for itself in practice and creates the foundation for actively managing contracts instead of playing catch-up.