How Contract Reminder Helped Supply Chain Firm

Spotlight

A mid-sized supply chain firm was expanding rapidly across regions, managing logistics, warehousing, and vendor partnerships. As their operations scaled, so did the number of contracts range from transportation agreements and supplier SLAs to equipment leases and software licenses. Each department handled its own contracts, initially tracked using spreadsheets and calendar reminders.

Highlights

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Reduction in Missed Renewals

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Less Time Spent on Admin Work

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Increase in Contract Visibility

Customer’s Speak

Mike Reynolds

Legal Operations Manager

“

Managing contracts manually led to missed deadlines, compliance risks, and inefficiencies. With SharePoint Contract Management, automation streamlined workflows, reduced manual effort, and ensured compliance. Now, we focus more on clients instead of paperwork.

Challenges Faced Before Implementing CLM 365

Although the Although the team was highly capable and experienced in managing supplier and logistics contracts, they encountered recurring operational issues that affected efficiency and compliance.

1) Missed Contract Renewals
Despite using calendar tools, key contract deadlines particularly auto-renewals for warehousing and transportation services were occasionally missed. This led to unplanned expenses and disrupted vendor relationships.

2) Lack of Centralized Visibility

Each department had its own way of tracking contracts using spreadsheets or basic tools. Without a central system it was hard to get a clear view of upcoming contract dates especially when different teams handled different parts of the supply chain.

3) Communication Gaps

In several cases, when team members who managed contracts left or changed roles, contract alerts were sent to outdated email addresses or were buried in legacy trackers. As a result, important notices were missed or delayed.

4) Manual Follow-ups

Administrative and procurement teams had to track contract dates by hand send follow up emails and work with vendors. This repeated work took time away from important tasks and made the team less productive.

5) Short-Notice Alerts

Even when reminders were set they often came too close to the deadline. Teams had very little time to get approvals or speak with vendors about changes. This forced legal and procurement teams to make rushed decisions at the last minute.

How We Solved It – The Solution

The company was looking for smarter way to handling contracts. The feature contract reminder gave them clarity, control, and complete peace of mind through automated tracking and timely alerts.

1) Smart Notification Scheduling

We set up a flexible notification system that sent early and timely alerts before any contract reached its due date. By receiving each contract reminder well in advance, teams had the breathing space they needed to review terms.

2) Centralized Contract Dashboard

All contracts whether for suppliers warehousing or logistics were placed in one clear dashboard. The contract reminder gave teams a full view of upcoming milestones along with each reminder.

3) Role-Based Alerts for Better Collaboration

The system was set to send contract reminder to multiple people instead of just one. This included backup contacts so even if someone was on leave or moved to a new role the reminder still reached the right person.

4) Automated Emails

Whenever a key milestone approached, the system automatically sent a contract reminder both as an email and a task notification. This meant teams did not have to track deadlines by hand or worry about follow ups. They could spend their time on more important work.

5) Customizable Alert Preferences
Since not all contracts carry the same weight, the system allowed custom settings. High-value or sensitive agreements received more frequent and earlier contract reminders. Giving legal and procurement teams more time to prepare and act with confidence.

Results & Business Impact

Within the first three months of implementation, the company saw measurable improvements:

1) 98% Fewer Missed Renewals
In the first quarter, only one minor renewal was delayed, a significant improvement compared to over 20 delays in the previous quarter. This positive shift was largely due to timely contract reminders that kept stakeholders informed and on schedule.

2) 45% Reduction in Admin Time
By automating contract reminders and task alerts the admin team saved valuable hours each month that were earlier spent on manual follow ups and tracking.

3) 85% Boost in Contract Visibility
Departments across the company gained clearer visibility into contract timelines, enabling better planning and coordination. At the same time, the legal team maintained centralized oversight without the need to chase updates, improving overall efficiency.