A Construction Firm Tracks 200 Contracts in One Dashboard
A mid-size construction firm in Nairobi went from 'contract chaos' (their words) to a single obligations dashboard tracking every clause and renewal.
A Construction Firm Tracks 200 Contracts in One Dashboard
"We discovered four contracts that had auto-renewed last year. We had no idea." — Commercial Director
The numbers
- 200+ active contracts (client, subcontractor, supplier, plant hire, employment)
- 47 ongoing obligations tracked with calendar reminders
- KES 18M in avoided auto-renewals in the first 6 months
- 4 weeks from kickoff to full contract repository
The pain
A growing construction firm had no central contract repository. Contracts lived with whoever signed them — Project Managers, the Commercial Director, the MD's PA, Legal Counsel. When asked "show me all our active contracts with [Vendor X]", the Commercial Director's answer was “give me a week”.
The bigger pain: nobody was tracking renewal dates and notice periods. Some contracts auto-renewed silently. Others lapsed when they shouldn't have. Either way, the firm lost money.
The deployment
Four weeks, four phases:
Week 1: Inventory. Every contract holder forwarded their active contracts to a Papyrus inbox. AI classification + extraction populated initial metadata.
Week 2: Review. The Commercial Director and Legal Counsel reviewed AI-extracted metadata, corrected, added counterparty links.
Week 3: Obligations. The contract intelligence layer extracted obligations (payment milestones, renewal dates, deliverable dates, notice periods). Owners assigned per obligation.
Week 4: Dashboard. The Commercial Director's dashboard now showed:
- Total active contract value (by client / subcontractor / supplier)
- Top 10 obligations due in next 30 days
- Top 10 obligations due in next 90 days
- Contracts pending renewal
- Counterparty exposure (top counterparties)
The avoided auto-renewals
In the first three months, the obligations dashboard flagged 11 contracts approaching auto-renewal. The Commercial Director and Legal Counsel reviewed each:
- 7 were renewed (still useful, prices reasonable)
- 4 were terminated (no longer needed, or terms renegotiated)
The 4 terminations represented KES 18M in avoided spend over the renewal term.
What's next
The firm is rolling Papyrus to:
- Project documentation (drawings, BOQs, RFIs, change orders) — Q3 2026
- Site safety records (DOSH compliance) — Q4 2026
- HR records — Q1 2027
Quote
"Papyrus paid for the next three years of subscription in the first six months. The auto-renewal we caught alone covered it." — Managing Director