Contract Repository & Obligation Management – Multi-Site Manufacturer
The Challenge:
A concrete manufacturing company with 6 facilities had 2,400+ contracts (supplier agreements, customer contracts, leases, service agreements, NDAs) scattered across shared drives, filing cabinets, and individual computers with no centralized repository. Contract terms and obligations were unknown until issues arose, renewal dates were missed causing unfavorable auto-renewals (3 instances costing $280K), and contract retrieval required extensive searching consuming 45+ hours monthly.
The Solution:
Implemented SharePoint contract repository with Power Apps contract management interface providing metadata tagging, version control, and workflow approvals via Power Automate. Azure AI Document Intelligence extracted key provisions (terms, renewal dates, payment terms, liability caps, termination rights) auto-populating Fabric database. Copilot enabled natural language contract search (“find all contracts with Company X” or “contracts expiring Q2 2025”). Power BI dashboards tracked contract portfolio, upcoming renewals, obligation calendar, and risk concentrations (auto-renewal exposure, termination rights, liability limits).
Result:
Contract retrieval time reduced from 30 minutes to 90 seconds improving business responsiveness, missed renewal dates eliminated preventing $280K annual unfavorable auto-renewals, and contract obligation visibility enabled proactive management with 90-day advance renewal preparation. AI extraction accuracy of 94% reduced manual review time by 70%, and centralized repository provided audit-ready documentation improving compliance and reducing legal risk exposure.