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Scenario · Legal & compliance · ProcurementAfter signing, few people reread the contract
The intelligent contract register: dates, clauses, alerts
Every new contract and amendment passes through IXP: parties, amounts, dates and clauses land in a living register. The agent watches the notice-period calendar and answers portfolio questions, so no deadline slips by unnoticed.
Executive summary
1,200 active contracts in binders and drives; an Excel register updated when someone remembers.
IXP reads every contract and amendment; the register updates itself; the agent watches deadlines.
Renewals only by decision; clauses and obligations visible at once.
DMS/SharePoint, e-signature, accounting; UiPath IXP + agent + robots.
A services group, 1,200 active contracts
Leases, utilities, IT licences, subcontractors, fleet. After signing, the contract lands on a drive and its deadlines (at best) in someone's calendar. The Excel register trails reality by a quarter.
Last year 8% of contracts renewed automatically because nobody terminated them in time. Three of them the company wanted to end. They stayed for another year, with price indexation.
The current reality
- HumanAfter signing, the contract lands in a binder and on a drive
- HumanSomeone (sometimes) adds it to the spreadsheet
- Error riskThe notice deadline passes unnoticed and the contract renews for a year
- WaitingIn a dispute, hunting versions and amendments takes days
- HumanAn audit or due diligence means weeks of digging
- Error riskNobody knows which contracts carry price indexation
The hidden cost of the current process
Missed deadlines and clauses cost money every year.
- Three unwanted renewals at ~€25,000 each is €75,000 a year in this model, in one contract family alone.
- Budgeting without the full obligations picture: surprises surface mid-year.
- Liability and penalty clauses are often read only on the day of the dispute.
The cost of doing nothing
You pay for the automation once; the manual process costs you again every month.
The process after automation
- AutomationIXP extracts parties, amounts, dates and clauses from each new contract or amendment
- AutomationThe register updates itself, with versions and links
- AutomationThe agent watches the calendar: alerts 90, 60 and 30 days ahead
- HumanThe renew / renegotiate / terminate decision: one reply on Teams
- AutomationA portfolio question: answered in a second, with references
What the automation handles
- Data extraction from every new contract and amendment
- The deadline calendar and early alerts
- Answers to contract-portfolio questions
When a human decides
- Renewal and renegotiation decisions
- Interpreting contested clauses is a lawyer's job
- Supplier negotiations
Before
After
Value model: example assumptions
Business benefits
- Every renewal is a conscious decision
- Renegotiations start early, from a position of strength
- The full obligations picture for budgeting and due diligence
- Legal risk visible before it becomes a dispute
Board-level KPIs affected
contract leakage · renewal discipline · time to clause · audit readiness
What management gains
- The obligations portfolio in one view: amounts, dates, indexation
- Alerts ahead of deadlines, fewer budget surprises
- Hard data for every supplier conversation
Estimate it for your organisation
An illustrative estimate based on your inputs. It models released capacity and is not a savings promise.
Systems in this scenario
Inputs
- Contracts inbox / DMS
- E-signature
- SharePoint / drives
Mientha agentic layer
- UiPath Agent Builder
- UiPath robots
- Maestro™ · Action Center
Core systems
- Register (SharePoint / DMS)
- Finance system / ERP (payables)
- Teams (alerts and decisions)
Human approval: Teams / Action Center
What we deliver
- Cleaning up the existing portfolio: retroactive extraction
- An IXP model for your contract types
- A register with versioning and amendment links
- An alerts-and-questions agent on Teams
- Escalation rules for critical deadlines
- A quarterly data-quality review
What we need to start
- 10 sample contracts of different types
- Access to the repository (drive / DMS)
- The list of fields and clauses that matter
- An owner on the legal or finance side
Implementation roadmap
Discovery
We map the process, data and exceptions with process owners.
Design
Target flow, business rules, approval thresholds.
Build
Agents, robots and integrations in your environment.
Validate
Tests on real cases, exception handling.
Go-live
Controlled rollout with human oversight.
Optimise
Monitoring, reporting and continuous improvement.
Duration depends on the number of systems and rules; a single process usually takes a few weeks.
Risk and controls
Autonomy under control
- A human verifies any extraction below the confidence threshold
- The agent decides nothing about contracts: it watches and prompts
- Contract-content access by role
- A full trail of every register change
Why now
- Every quarter more deadlines pass in silence
- Price indexation clauses work against you if you do not know they are there
- Financing and M&A demand the register “by yesterday”, so it is better to have it sooner
Why this matters to:
Obligations under control; renewal leakage ends.
Clauses and risks visible at once, before any dispute.
Operational contracts (leases, utilities, fleet) without surprises.
Questions we usually hear
Excel will not read an amendment or remind you of a deadline. This register updates with every new contract and sends alerts itself.
We train IXP on your contract types. The unusual ones still go to a lawyer, but with the fields already extracted.
The law firm interprets contracts; the register watches deadlines. With the register, you reach the lawyers before a dispute.
When this may not be the right solution
- A few dozen contracts: a good calendar and discipline will do
- Paper-only contracts and no approval to digitise
- No process owner: an unowned register dies like the spreadsheet did
A question for your next board meeting
Which of your 1,200 contracts will renew this quarter, and should any of them not?
Solutions in the library
The same process as an implementation plan
The scenario shows the process with an AI agent on an example company. Library solutions describe the same or a neighbouring process with a value model and an implementation plan.
A two-page NDA takes ten days because it is copied, proofread, printed, scanned and filed by hand.
See the solution Legal & complianceNDAs and standard contracts signed and filed in a dayA two-page NDA on your own template waits nine days behind a tender review and a dispute.
See the solutionWe deliver it through our service AI agents on Microsoft Teams.
The example company in this scenario works in Professional services & IT.
How many of your contracts renewed last year without anyone deciding?
10 sample contracts are enough: we will show extraction and alerts on your documents.
Show us 10 contracts