Digital transformation is no longer a topic exclusive to the private sector – the public sector, too, is searching for solutions to make administrative processes more efficient, transparent, and secure. A successful example of implementing such technologies is the use of Inhubber by Hafenbetriebe Worms GmbH and Stadt Worms Beteiligungs-GmbH. This case study shows how Inhubber helped both organizations revolutionize their contract management and drive digital transformation forward.

Lisa Köhler, Managing Director of Hafenbetriebe Worms GmbH and Head of HR and Administration at Stadt Worms Beteiligungs-GmbH, describes the situation before the introduction of Inhubber:

“At Hafenbetriebe, a large portion of our contracts still existed in paper form – many dating back to the 1950s or 1960s. There was no centralized digital storage, which made searching for and managing documents extremely difficult.”

Hafenbetriebe Worms operates the port of Worms, where cargo is handled both via waterways and the rail network. Despite having a relatively small team – six employees in operations and two in management – the contracts governing these activities are often long-term and complex.

The situation at Stadt Worms Beteiligungs-GmbH was slightly better:

“We had already digitized our contracts, but the existing tools were not designed for contract management. In particular, deadline tracking and task management couldn’t be handled efficiently,” Köhler explains.

For both organizations, it was clear: a comprehensive solution was needed to optimize administrative workflows and achieve long-term efficiency gains.

After evaluating several software solutions, the decision was made in favor of Inhubber – not only because it is a web-based platform that can be accessed from anywhere, but also due to its high flexibility in structuring contracts.

“We wanted the ability to organize our contracts in clearly defined categories and sections that fit our organization exactly,” says Köhler. “Inhubber offered exactly those customization options.”

Another key factor was security. As a municipal company, Hafenbetriebe Worms GmbH is subject to strict data protection regulations.

“Since I also serve as our data protection officer, it was important to me that we work with a German provider that meets the highest security standards,” explains Lisa Köhler.

Inhubber convinced the team with its blockchain-based end-to-end encryption, which securely and immutably stores all data.

The implementation of Inhubber went smoothly, and the first positive effects became apparent shortly afterward.

“The biggest improvement was that we now have all contracts digitally and centrally recorded. I know exactly where to look and can find the information I need with just a few clicks,” explains Köhler.

Inhubber offers Hafenbetriebe Worms and Stadt Worms Beteiligungs-GmbH not only a powerful full-text search across all documents but also a structured view of contract information using custom fields.

“We set up the contract information in a way that fits our needs perfectly. The search function makes our work so much easier – especially when dealing with contracts that have been around for many years,” adds Köhler.

After Hafenbetriebe Worms was fully convinced by Inhubber, Lisa Köhler decided to introduce the solution at Stadt Worms Beteiligungs-GmbH as well.

“We were already using a project management tool, but it didn’t offer the necessary functions for contract management. With Inhubber, we can store contracts centrally, extract relevant information, and set up automated deadline tracking – something the previous system couldn’t do,” she explains.

The standardization of processes and the ability to manage contracts efficiently across institutions led to further efficiency gains.

Close cooperation between the two organizations also made implementation easier.

“I was able to give my colleagues tips during the rollout that I had already learned from the Hafenbetriebe implementation. That accelerated the process significantly,” says Köhler.

The introduction of Inhubber at Hafenbetriebe Worms and Stadt Worms Beteiligungs-GmbH led to significant efficiency gains and a noticeable improvement in contract management. Especially in the public sector – where many contracts are long-term and often tied to complex conditions – digitalization enabled substantial process optimizations.

Before the introduction of Inhubber, many contracts at Hafenbetriebe Worms still existed in paper form. Some dated back to the 1950s or 1960s and were difficult to locate — a centralized digital archive was completely lacking. With the implementation of Inhubber, this issue was resolved immediately: all contracts were digitized and stored in a central location. As a result, search times were significantly reduced. Today, users can quickly and efficiently access the required documents — either via full-text search or through targeted navigation in clearly structured folders.

The digital storage of contracts in Inhubber offers the additional benefit of automating previously manual processes. In particular, automated deadline tracking significantly relieves staff workload. In the past, contract deadlines had to be monitored manually – a time-consuming process prone to oversights. As a result, important deadlines could be missed, or price negotiations might not be initiated in time.

“Without automated deadline tracking, we would have missed important adjustments, which could have had a negative financial impact,” explains Köhler.

Today, automated reminders and transparent tracking ensure that relevant deadlines are met on time and contract terms can be adjusted accordingly. Especially in public administration, where long-term contracts are common, this type of automatic monitoring proves especially valuable.

In addition to improved clarity and structure, the integrated e-signature feature plays a key role in increasing efficiency and significantly accelerating the entire contract process. Before the introduction of Inhubber, contracts had to be printed, manually signed, and then sent by post or internal mail to the relevant parties — a time-consuming workflow that often caused delays. With Inhubber, signatures are now fully digital and legally compliant. Contracts can be forwarded immediately to the responsible individuals for processing. This has not only drastically shortened turnaround times but also greatly improved collaboration between departments and subsidiaries.

In addition to saving a significant amount of time, Inhubber also brought considerably more transparency to contract management. Thanks to structured storage and the ability to view all relevant contract information at a glance, previously overlooked contracts and untapped potential were identified. This proved especially beneficial for Hafenbetriebe Worms — some contracts hadn’t been reviewed in decades. Thanks to Inhubber’s systematic organization and categorization, these contracts were reintegrated into the administrative workflow, leading to a noticeable improvement in contract oversight and control.

Data security was a key factor in the decision to choose Inhubber. As municipal organizations, both Hafenbetriebe Worms GmbH and Stadt Worms Beteiligungs-GmbH are subject to strict data protection regulations.

“Since I also serve as the data protection officer, it was important to me that we work with a German company that meets high security standards,” explains Lisa Köhler.

With Inhubber’s blockchain-based end-to-end encryption, all sensitive contract data is securely protected and immutably stored at all times. This gave both organizations the confidence to digitize even highly confidential contracts — without compromising on data security.

Another advantage that Lisa Köhler emphasizes is the scalability of Inhubber. Because the solution is web-based and can be flexibly adapted to different requirements, it was easy to expand the system from Hafenbetriebe to Stadt Worms Beteiligungs-GmbH.

“The expansion was seamless — that’s exactly how modern software should work,” says Köhler.

This flexibility also makes Inhubber an ideal solution for other public institutions looking to implement their digitalization strategies gradually and in line with their specific needs.

The implementation of Inhubber at Hafenbetriebe Worms and Stadt Worms Beteiligungs-GmbH clearly demonstrates how essential modern, digital contract management is — especially in the public sector, where long-term contracts and complex structures are part of everyday operations. Inhubber has not only significantly streamlined workflows, but also increased transparency, traceability, and security.

“I would recommend Inhubber to any public institution at any time,” says Lisa Köhler in conclusion. “It offers all the features that modern contract management requires — from deadline tracking and e-signatures to a secure digital archive. And best of all: it’s accessible from anywhere.”

Inhubber has proven itself in practice and is the ideal solution for public institutions seeking to modernize their processes while maintaining the highest security standards.

With Inhubber, other public institutions can also benefit from the advantages of digital contract management and sustainably increase the efficiency of their workflows — securely, flexibly, and future-ready.

“The introduction of Inhubber has revolutionized our workflows. What used to take hours or even days — like searching for contracts or manually tracking deadlines — we can now do with just a few clicks. What impressed us most is the combination of flexibility, security, and ease of use. With Inhubber, we’ve found a solution perfectly tailored to the needs of public administration. I can wholeheartedly recommend it to any institution looking for a modern and secure way to manage contracts.”
— Lisa Köhler, Managing Director of Hafenbetriebe Worms GmbH and Head of HR and Administration at Stadt Worms Beteiligungs-GmbH

The P3 Clinic is a private acute care clinic specializing in psychiatry, psychosomatics, and psychotherapy, based in Germany. It currently operates with 26 beds and plans to expand to around 100 beds by 2026. With approximately 55 employees, the P3 Clinic is a young and growing organization — established just four years ago. As such, many processes are still in development or undergoing refinement.

When Yvonne Baumann joined the P3 Clinic as a project manager two years ago, Inhubber had already been introduced — but was hardly in use. Only a single contract had been uploaded, and there was neither onboarding nor active daily use. The main challenge: contracts were stored in decentralized locations on shared drives, with no deadline tracking or standardized structure.

Yvonne Baumann decided to start using the existing system actively from day one. She describes her experience as follows:

“I looked at it and started working with it fairly quickly – it was completely intuitive.”

Without any formal training, she was able to get started right away and found the interface self-explanatory:

“Most of it is self-explanatory. I rarely had to look anything up.”

Inhubber’s user interface proved to be clear, flexible, and practical — especially for smaller organizations with limited resources.

Today, the P3 Clinic actively uses Inhubber to manage around 60–70 contracts. External contracts are fully digitized and equipped with automated reminders. This ensures that no deadlines are missed and that critical contract renewals are never overlooked.

“If I enter everything correctly and set the reminders, I can completely rely on it — the matter is taken care of. Inhubber reminds me in time.”

According to Yvonne Baumann, Inhubber is particularly well-suited for small and mid-sized organizations — such as medical practices or tax consulting firms:

“Inhubber is not a major investment and can be implemented quickly. Many SMEs still keep their contracts in filing cabinets — for them, this would be a real relief in day-to-day work.”

“We are very satisfied. I really enjoy working with the tool. It’s a real asset.”

The P3 Clinic case study demonstrates that Inhubber can be implemented quickly and without extensive training — delivering immediate, tangible benefits in digital contract management, especially for smaller organizations.

Maag Recycling, a leading Swiss metal recycling company based in Winterthur, employs around 70 people. Ten staff members work in administration, while the rest are active on-site. With sustainability and resource efficiency gaining importance, Maag Recycling plays a crucial role in the circular economy. As the volume and complexity of contracts increased, the company began searching for a digital solution to manage contracts efficiently.

Before Inhubber, Maag Recycling managed its contracts using Excel spreadsheets and physical folders. Contract data was updated manually, deadlines were tracked in Excel, and documents were stored across different departments. This approach led to several issues:

• Decentralized Storage: Contracts were scattered across departments, making access difficult and inconsistent.
• Error-Prone Deadline Tracking: Missed termination dates resulted in costly automatic renewals.
• Time-Consuming Searches: During internal audits, finding the correct documents was a laborious task.
  “It was a constant challenge to manually track deadlines and quickly find contracts. One case in particular, where a missed termination date caused significant additional costs, made it clear that we needed to change.” – Amanda Knecht.

After evaluating several tools, Maag Recycling selected Inhubber. The platform met all their requirements and enabled a sustainable improvement in internal processes:

• Centralized Storage: All contracts are now centrally stored, clearly structured, and filterable—enhancing clarity and efficiency.
• Automated Deadline Monitoring: Inhubber sends timely alerts to reduce the risk of unwanted contract renewals.
  “With Inhubber, we can ensure that no deadline goes unnoticed. The system notifies us early, so we can take action. That’s a huge benefit and has already helped us avoid unnecessary extensions.” – Amanda Knecht.
• User-Friendliness: Its intuitive interface makes it easy to use, even without technical training.
  “Inhubber’s structure is very clear and easy to navigate. We can find everything quickly and access all the features without difficulty. That was a key criterion for us, as we didn’t want to conduct additional training.” – Amanda Knecht.
• Digital Signature: Contracts can be securely signed electronically—faster, more efficient, and paperless.
• Data Security and Compliance: Inhubber encrypts all data and stores it GDPR-compliantly within the EU.

The implementation of Inhubber went smoothly. Maag Recycling assigned an intern to set up the contract management structure and migrate all contracts into the new system. The process took approximately ten working days and was carried out in three phases:

1. Contract Upload and Digitization: All existing contracts were uploaded to the Inhubber system and digitized. The intern configured the contract structure according to Maag Recycling’s requirements and organized various contract types into appropriate categories.
2. Structuring and Optimization: After the initial upload, the team optimized the structure to make full use of Inhubber’s search and filter functionalities. New subfolders were created, and key data points for each contract were recorded so that all relevant information was included in the contract descriptions.
3. Review and Final Adjustments: Finally, Amanda Knecht reviewed all contracts to ensure the accuracy and completeness of the information. The implementation resulted in all contracts being centrally stored and uniformly structured.

Using Inhubber brought measurable improvements:

• Transparency and Accessibility: Contracts are now centrally stored, searchable, and easy to filter.
• “We used to spend a lot of time searching for specific contracts in various folders. Now we can find everything instantly using Inhubber’s search function. It saves us time and reduces frustration.” – Amanda Knecht.
• Reduced Risk: Automated deadline monitoring prevents costly automatic renewals.
• Digital Signature: The end-to-end contract process, from creation to signing, is faster and more flexible.
• Audit Readiness: Annual audits are now easy to prepare, with documents instantly available.
• High Usability: The system is self-explanatory and requires no formal training.
  “Inhubber is very intuitive. Our staff quickly got used to it, and we’ve had no issues with its use so far.” – Amanda Knecht.

Inhubber has elevated Maag Recycling’s contract management to a new level. Centralized storage, automated deadline tracking, and digital signatures have significantly improved efficiency and transparency.

“Inhubber is the ideal solution for us. Everything is now in one place, we can track deadlines, and sign contracts digitally. It saves us time and makes our work much easier. I recommend Inhubber to any company looking for a centralized, intuitive, and future-ready contract management solution. Inhubber has completely transformed our contract management. All contracts are now stored in one clear, central location, and the automatic deadline tracking ensures we don’t miss important dates—which not only saves time but also significant costs. The system is intuitive and easy to use, and its flexible structure lets us tailor the organization to our needs. Inhubber is the perfect solution for companies seeking efficiency and clarity in contract management.” – Amanda Knecht.