European Retail Group Brings Contract Management Under Control

A large multi-brand retailer needed to replace unstructured SharePoint contract storage with clearer workflows, better visibility, and stronger control across the business.
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Challenges
10,000+

Contract records scattered across multiple SharePoint sites without proper structure or governance

Zero

Automated notifications for contract renewals and obligations across the organization

26

Contracts categorized as generic "legal documents" in June alone due to inadequate contract taxonomies

"The AI-powered regulatory compliance analysis is truly amazing. Seeing how Leah compared our supplier contract against Dora regulations and identified specific non-compliance areas with remediation suggestions showed capabilities we didn't know existed."

Technical Project Manager

Challenge

A major European retail conglomerate operating multiple brands across Poland, UK, Netherlands, Spain, Hungary, Romania, Estonia, and the US faced critical operational inefficiencies in contract management. Before implementing Leah, contracts were stored haphazardly in SharePoint without proper taxonomies, workflows, or visibility, creating compliance risks and operational blind spots across their complex multi-brand structure.

The organization had no centralized view of their contract portfolio, with users defaulting to generic "legal documents" categories because appropriate contract type structures didn't exist. Procurement teams across different commodities bypassed proper legal review processes, leading to contracts executing outside established approval workflows. Manual contract data extraction consumed excessive resources, with metadata either missing from source documents or failing to populate in their systems. The team faced aggressive deadlines to achieve complete contract coverage and data quality for procurement operations, creating significant time pressure and requiring extensive overtime work to meet organizational commitments.

Solution Search

The organization selected Leah for its comprehensive contract lifecycle management capabilities that could replace their fragmented SharePoint-based approach with enterprise-grade structure and governance. The platform's no-code flexibility allowed them to configure multiple contract type templates including SOW, NDA, purchase orders, framework service agreements, and general contracts to eliminate generic categorizations.

Leah automated assignment workflows enabled routing specific contract types to appropriate team members across legal, procurement, HR, IT, finance, and treasury departments. The platform's cognitive search capabilities provided the visibility and contract intelligence that procurement leadership needed for pipeline management and strategic decision-making. Integration capabilities allowed consolidation of contract data from multiple sources while maintaining the security standards required for their regulated retail environment.

The solution's usage analytics and reporting features enabled license optimization and adoption monitoring across their distributed European operations. Advanced AI capabilities through the Leah platform offered automated clause extraction and regulatory compliance analysis without requiring pre-training, addressing their need to process thousands of legacy contracts with incomplete metadata.

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Why Leah

The implementation team overcame significant technical challenges including security vulnerability remediation, reducing issues from 29 to 9 (representing 69% improvement) through coordination with external security testing. They addressed VPN access issues that were causing performance problems and resolved collaboration feature bugs that initially prevented external vendor engagement. The team established automated assignment workflows and implemented usage analytics to monitor adoption across their multi-brand structure.

Leah provided hands-on support through weekly configuration sessions, ongoing customer success management with regular business reviews, and responsive technical assistance for complex enterprise requirements. The partnership approach included flexibility on licensing accommodations and willingness to coordinate complex multi-stakeholder initiatives.

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"Our contract lifecycle management implementation finally has the strategic procurement alignment it should have had from the beginning. Moving ownership from legal to procurement gave the project the focus it needed."

Technical Project Manager

Outcome

The organization now processes 130+ contracts monthly with 72% achieving active status, representing healthy lifecycle management across their European operations. The organization has successfully eliminated SharePoint as their contract destination, with every contract now flowing through structured CLM workflows with proper governance and visibility.

The implementation delivered measurable adoption growth with departments initially excluded from rollout—including HR, property management, and procurement specialists—now proactively requesting CLM access after witnessing the tool's effectiveness. Contract type taxonomy improvements eliminated the catch-all "legal documents" category entirely, with users now having appropriate templates matching their specific needs across SOW (114), NDA (111), and general contracts (76).

Organizational transformation extends beyond operational efficiency to strategic procurement alignment. The platform enables procurement leadership to make data-driven decisions based on comprehensive contract insights, with clear mandates established that "nothing gets approved without going through the CLM system first."

Expansion into AI capabilities through the Leah platform proof-of-concept represents the next phase evolution, with automated clause extraction capabilities positioned to eliminate months of manual contract review work for their 3,000+ legacy contracts. The organization's geographic reach now spans comprehensive contract management across multiple countries with distributed operations requiring centralized infrastructure, positioning the organization for continued growth and regulatory compliance across their expanding retail footprint.