A Comprehensive Overview of All " deadlines ": How the LOOPING GROUP Manages Its contract management

Challenges

Decentralized contract storage and lack of overview

Before ContractHero was introduced, the LOOPING GROUP’ contract management s were organized across various, unconnected platforms such as SharePoint, Excel spreadsheets, and personal folders. The contracts—including service provider agreements, lease agreements, internet service agreements, and IT subscriptions—were scattered across multiple systems and folders, making them difficult to locate and edit. This became particularly problematic when employees left the company, as missing information often had to be painstakingly and time-consumingly reacquired in such cases.

Failure to comply with the " deadlines " and inadequate monitoring of deadlines

One of the biggest challenges was keeping track of the numerous deadlines. Without a centralized solution, it was difficult to keep track of all contract deadlines, which meant that some were occasionally overlooked. Late notices of termination not only resulted in unnecessary costs—they also meant that opportunities for optimization through timely reviews and renegotiations were sometimes left untapped.

Inefficient working time management and manual processes

The lack of an automated solution led to redundant manual processes that were very time-consuming. Employees had to search for contracts, monitor deadlines , and assign tasks manually, which resulted in 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 unified overview.

Solutions with ContractHero

Central storage and overview

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.

Reliable deadline monitoring thanks to smart automation

A key feature of ContractHero is automated deadline management —and this is precisely where the LOOPING GROUP has achieved a real gain in efficiency. The system automatically reminds users of upcoming termination or renewal dates and informs all relevant persons in a timely and reliable manner. This means that no important deadline goes unnoticed, even in the event of absences or vacation periods within the team. In addition to avoiding unnecessary contract renewals, the new deadline management system achieves one thing above all else: planning security and the ability to make informed decisions in a timely manner.

Efficient task management and better internal processes

Beyond simple deadline monitoring, ContractHero's workflow management has helped the LOOPING GROUP to significantly streamline internal processes. Tasks related to contracts—such as approvals, renewals, or changes in responsibility—can now be clearly structured and automatically assigned to the right people or teams. This minimizes queries, reduces coordination efforts, and ensures that no to-dos get lost in day-to-day business. Especially in cross-departmental collaboration between IT, finance, and back office, centralized task management creates more clarity, better traceability, and a uniform working basis.

100% transparency and a centralized overview
With ContractHero, the LOOPING GROUP now has a complete overview of all contracts for the first time. Thanks to centralized digital storage, all documents are easy to find and accessible to all relevant employees at any time. This not only makes day-to-day work easier, but also significantly reduces the time spent searching for and managing contracts.

deadlines Under Control – Never Miss a Renewal Again
Thanks to ContractHero’s automated reminder features, missing notice periods is a thing of the past. The LOOPING GROUP is now notified in a timely manner when a contract needs to be reviewed, terminated, or renewed. This provides greater control over contract terms, avoids unnecessary costs, and creates room for early strategic decisions.

Optimized processes and improved collaboration across all departments
The introduction of ContractHero has also noticeably improved cross-team collaboration. Departments such as IT and finance now access a shared database, reducing coordination efforts and speeding up processes. Tasks are automatically assigned and responsibilities clearly defined, resulting in greater efficiency and a significant reduction in the daily workload.

Conclusion: More efficient processes, clear responsibilities, full control

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.