Case Study · Confidential
Contract Management System
A Power Apps contract management system with automated renewal reminders, approval workflows, and centralised document storage replacing scattered spreadsheets and file shares.
- Client
- Confidential
- Industry
- Professional Services
- Country
- United Kingdom
missed contract renewals since implementation
repository for all contract documents and metadata
renewal reminders 90, 60, and 30 days before expiry
audit trail for all contract changes and approvals
Overview
The client managed contracts across multiple spreadsheets and shared folders, with no centralised view of renewal dates, obligations, or approval status. Critical contract renewals were occasionally missed, and there was no audit trail for contract amendments.
The Challenge
Contracts were stored across multiple shared drives and tracked in disconnected spreadsheets. There was no automated alerting for upcoming renewals, no standardised approval process for new contracts, and no central place to search or filter the contract portfolio.
Our Solution
Synapx built a Power Apps model-driven application backed by Dataverse, providing a structured contract repository with metadata, document attachments, and lifecycle tracking. Power Automate handles renewal reminder emails, approval routing for new contracts and amendments, and integration with the document management system.
The solution includes dashboards showing contract portfolio health, upcoming renewals, and spend analysis by vendor and category.
The Result
The client has not missed a single contract renewal since the system went live, and the procurement team has full visibility into their contract portfolio for the first time.
The approval workflow ensures all contracts follow the correct governance process, with a complete audit trail satisfying compliance requirements.
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