How msb-mobility service berlin GmbH Revolutionized Contract Management with Inhubber
Overview of msb-mobility service berlin GmbH
msb-mobility service berlin GmbH is a corporate group offering various services in the bus transport sector. Their range of services includes charter buses, city tours, and the provision of bus workshops and washing facilities. With around 180 employees and numerous contracts affecting both the subsidiaries and the parent company, the company faced challenges in contract management. The lack of a central overview, missed deadlines, and decentralized storage made management complex and time-consuming.
With Inhubber, the contract management at msb-mobility service berlin GmbH has radically changed, now allowing for more efficient organization, better control, and greater clarity. Steffen Cordt, the group’s Sales Manager, explains how the implementation of Inhubber not only simplified contract search but also optimized deadline management.
Challenge: Fragmented Contract Management and Manual Deadline Control
Before the introduction of Inhubber, contract management at msb-mobility service berlin GmbH was decentralized and highly fragmented. Contracts were managed by the various subsidiaries, often in physical file folders or isolated storage systems. This brought a series of challenges:
- Lack of Central Overview: Since each subsidiary managed its own contracts, it was difficult to quickly access the required documents. It was often unclear where a specific contract was stored or in which department or building it could be found. Steffen Cordt describes how this increased workload: “When someone was looking for a contract, it was more like ‘Good luck’ – and this led to long search times and uncertainty about whether all relevant documents were truly available.”
- Missed Deadlines and Uncertain Deadline Control: Another problem was that termination deadlines for contracts were often overlooked. Particularly with long-term contracts that automatically renewed, this led to unexpected costs. There was no automated reminder to alert the team in time about upcoming termination deadlines. “We missed termination deadlines several times, simply because no one remembered the contract still existed and should be terminated. This led to unnecessary costs that we wanted to avoid,” says Steffen Cordt.
- Problems with Filing and Finding Documents: Contracts were often stored in paper form and were sometimes kept at different locations. Searching for a particular contract could take several hours, especially if the responsible staff did not know the structure or if the employees who originally filed the contracts had already left the company.
These challenges clearly showed that msb-mobility service berlin GmbH needed a digital contract management system that would provide central storage and automated deadline tracking.
The Solution: Implementing Inhubber as a Comprehensive Contract Management Tool
After evaluating different providers, msb-mobility service berlin GmbH chose Inhubber. There were several reasons why Inhubber was the ideal solution for the company:
- Central and Transparent Storage: Inhubber allows for the centralized storage of all contracts and offers a flexible structure with workspaces, folders, and subfolders that can be tailored to msb-mobility service berlin GmbH’s specific needs. The company’s various business units received their own workspaces, where contracts were organized thematically or by department. “With Inhubber, we now have everything in one place and can quickly access the required contracts using the search and filter functions. The structure is clear and easy to navigate,” explains Steffen.
- Automated Deadline Monitoring and Reminder Function: One of Inhubber’s key features is the automated deadline monitoring. This function sends timely email notifications to responsible staff when a termination deadline is approaching. “We particularly use the deadline monitoring for liability insurance and vehicle leasing contracts. The automatic reminder saves us a lot of time and prevents us from unintentionally renewing contracts,” describes Steffen.
- Flexibility in Contract Use and New Applications: Through Inhubber, the company discovered new use cases. msb-mobility service berlin GmbH now uses the system not only for traditional contract management but also to manage training certificates and driver’s licenses. The company uploads the relevant documents into the system and uses the reminder function to be informed in time about upcoming training sessions or driver’s license renewals. “We now also use Inhubber for our fire safety and first-aid training. As soon as the training is due again, we automatically receive a notification – this greatly simplifies the organization,” says Steffen.
- Intuitive and User-Friendly Interface: Inhubber stands out for its simple and intuitive operation. Employees were able to work with the software quickly, without needing extensive training. To better familiarize themselves with the system, the team created test contracts with short durations to test the reminder and deadline monitoring functions in practice. “The user-friendliness is excellent. The features are self-explanatory, and the email notifications ensure that nothing is forgotten,” Steffen describes the acceptance of the system.
- Security and Accessibility: Since Inhubber is cloud-based, employees have access to the contracts anytime and from any location. This ensures that important documents are securely stored and accessible even in the event of a server failure or other technical issues. “Our servers are all in the same building, and if something were to happen, we can be sure that our documents won’t be lost because they are backed up externally,” explains Steffen.
The Implementation Process: Quick and Easy Setup
The implementation of Inhubber went smoothly. Steffen and his team were able to transfer contracts to the system within a few weeks and create a structure that suited their needs. The three steps of the implementation process were:
- Transfer of Contracts: All existing contracts were uploaded and digitized into the Inhubber system. The team created specific folder structures corresponding to the various departments and thematic areas. For example, vehicle leasing contracts were stored in their own folder, while training certificates and driver’s licenses were kept in a separate area.
- Structuring and Optimization: After the initial transfer, the team further adjusted the structure and added subfolders to improve clarity. Additionally, important key data for each contract were recorded, allowing for quick filtering and searching.
- Testing and Final Adjustments: Finally, the team tested the reminder and search functions to ensure that notifications worked as expected. Employees received a brief introduction to the system and were quickly able to familiarize themselves with its use.
Benefits and Efficiency Gains Through Inhubber
Since the introduction of Inhubber, contract management at msb-mobility service berlin GmbH has improved in multiple ways. The centralized storage, automated deadline monitoring, and intuitive interface have reduced workload while increasing control and transparency. Some of the main benefits Steffen and his team have experienced include:
- Time Savings in Contract Search: The centralized storage allows employees to quickly find contracts. The search and filter functions make long searches through folders unnecessary. Steffen estimates that the search function alone saves over two hours per employee each month, especially for contracts that are rarely needed.
- Avoidance of Contract Renewals and Cost Savings: Thanks to the automated deadline monitoring, the team no longer misses termination deadlines. This prevents unnecessary contract renewals and helps save costs. Although the company primarily has long-term contracts, Steffen expects the deadline monitoring to pay off, especially for annually renewable contracts.
- Efficient Management of Certificates and Trainings: Inhubber is used not only for contracts but also for managing training certificates and driver’s licenses. The automatic reminder ensures that all documents are renewed on time, reducing organizational effort. “In the past, we had to manually check when a training session or driver’s license renewal was due. Now, Inhubber handles that for us,” explains Steffen.
- Security and Availability: Cloud storage gives the company confidence that all important documents are externally backed up and accessible at any time. “No matter what happens on-site – we always have access to our contracts and documents. That gives us peace of mind and saves us worry in unforeseen circumstances,” emphasizes Steffen.
- Easy Use and High Acceptance: The user-friendliness of Inhubber ensures high acceptance among employees. The ability to create test contracts and try out the functions made the implementation easier. Steffen notes that most employees quickly appreciated the system and found it a real relief.
Conclusion: Inhubber as an Indispensable Tool for Efficient Contract Management
The implementation of Inhubber has helped msb-mobility service berlin GmbH centralize contract management and automate processes. The transparent structure, user-friendly interface, and flexible features have made it possible to use the system not only for contracts but also for training certificates and driver’s licenses.
Steffen Cordt summarizes the benefits: “Inhubber is the perfect solution for us. We now have everything in one central location, never miss deadlines, and can efficiently manage our contracts. The system offers security and flexibility that are indispensable in our daily business. I can recommend Inhubber to any company that values clarity, control, and time savings.”
