hhpberlin saves €100,000 in the first year with ContractHero

Challenges

Lack of digitization and decentralized document storage

hhpberlin’s contracts are scattered across various locations, often stored in paper form or in digital folders that lack a clear structure. Stefan Truthän, managing partner at hhpberlin, aptly summarizes the problem: “We could barely estimate the number of contracts. There must have been between 500 and 800 paper documents that we neither had a handle on nor could optimize.” This decentralized filing system makes it difficult to quickly access important contract information. Without a standardized digital solution, there is no comprehensive overview of contracts, responsibilities, and deadlines, which poses risks and complicates strategic management. Digitizing 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 hub for contract management—a real bottleneck. Since all information converges here, delays occur in the processing and approval of contracts. Employees from other departments rely on the financial accounting department to provide them with contract details, which hinders workflow and leads to long wait times. At the same time, the administrative burden on the finance team increases significantly, as contract inquiries and deadlines must be coordinated manually. This creates the risk that deadlines will be overlooked or not processed in a timely manner, 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-powered contract analysis and document capture, hhpberlin can automatically identify contract terms, notice periods, and key clauses. By implementing 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 on the financial accounting department, 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 implementing ContractHero, hhpberlin has not only modernized its contract management but also strategically optimized the entire company. The combination of digitization, automation, and intelligent analysis has led to a more efficient and cost-effective contract management . hhpberlin has thus demonstrated that an innovative contract management solution can have a direct impact on a company’s financial success.