In modern contract management, organizations invest heavily in workflows, approvals, signatures, and document storage. Yet one critical element is often overlooked: how contact persons are managed.
Who signs the contract? Who represents the counterparty? Who is responsible for execution, notices, or renewals?
When contact information is fragmented across spreadsheets, emails, PDFs, and personal address books, even the most advanced contract processes are exposed to risk. This is where a company-wide address book becomes a foundational building block for enterprise-grade contract management.
The Hidden Problem: Contact Chaos in Contract Processes
At a small scale, managing contacts manually may seem manageable. But as organizations grow, the reality looks very different:
The same contact person exists multiple times with different spellings
Roles and responsibilities are unclear or outdated
Teams recreate contacts again and again for new contracts
No one knows which contact data is correct
For legal, procurement, and compliance teams, this creates ongoing operational friction and hidden governance gaps.
The real impact often becomes visible only when an audit or internal review takes place.
When auditors ask who officially represented a counterparty, who was authorized to sign, or which contact was responsible for contractual notices, answers are scattered across contracts, emails, and spreadsheets. Reconstructing this information becomes a manual, time-consuming exercise — often under time pressure.
At this point, the problem is no longer inefficiency, but lack of traceability. Contracts may still be signed, but organizations cannot always demonstrate — clearly and consistently — who was involved, in which role, and based on which information.This is where unmanaged contact data turns from a minor inconvenience into a real audit and compliance risk.
Why an Address Book Is Not “Just a Contact List”
A personal address book stores phone numbers and emails. A company-wide address book for contract management defines who is officially involved in legally binding agreements. This distinction is crucial.
In a contract context, a contact person is:
A legally relevant entity
Linked to specific roles (signatory, legal contact, operational owner)
Reused across multiple contracts
Subject to audits, compliance checks, and internal controls
Treating contacts as structured, shared data — not free text — changes how contracts are managed at scale.
Risks of Decentralized Contact Management
Without a centralized address book, organizations face recurring risks:
Inconsistent or outdated contact data A contact updated in one contract remains outdated in others.
Duplicate and conflicting records The same person appears multiple times, making reporting and governance unreliable.
Compliance and audit gaps Auditors cannot easily trace who was involved in which contract and in what role.
Slower contract execution Teams waste time searching, recreating, or verifying contact information.
Over time, these issues compound — especially in regulated or multinational environments.
What Is a Company-Wide Address Book in Inhubber?
The company-wide address book in Inhubber introduces a centralized and shared approach to managing contact persons across the entire organization. Instead of creating and maintaining contacts separately within each individual contract, teams work with a unified contact base that is available company-wide.
This approach establishes a single source of truth for contact persons, ensuring that names, roles, and contact details remain consistent wherever they are used. Contact persons can be reused across multiple contracts, eliminating repetitive data entry and reducing the risk of inconsistencies or outdated information.
By structuring contact data rather than relying on free-text entries, organizations gain better control and visibility over who is involved in contractual relationships. Legal, procurement, compliance, and business teams all work with the same set of contact persons, improving alignment and collaboration across departments.
As a result, contact management evolves from an ad-hoc, manual activity into a governed, transparent process that supports scalability, accuracy, and enterprise-level control within Inhubber.
How Centralized Contact Management Improves Daily Work
Faster contract creation Teams can quickly select existing contact persons instead of entering data repeatedly.
Fewer errors and corrections Standardized contact data reduces typos, inconsistencies, and rework.
Better collaboration across teams Legal, procurement, finance, and business teams work with the same contact information.
Cleaner contract data at scale As the contract portfolio grows, data quality remains stable instead of degrading.
Address Books as a Compliance and Governance Tool
From a compliance perspective, contact management is not optional — it is a critical control point within the contract lifecycle.
A centralized, company-wide address book plays a direct role in supporting compliance and governance by ensuring that contact data used in contracts is consistent, controlled, and traceable.
Audit readiness improves significantly when contact persons are managed centrally. Auditors and internal reviewers can clearly identify who represented each party, who was authorized to sign, and which contacts were responsible for contractual communication. Instead of reconstructing this information from scattered documents and emails, organizations can rely on structured, reusable data.
Clear ownership and accountability are another key benefit. A governed address book makes it explicit who represents a counterparty and in what role. This reduces ambiguity, especially in long-running contracts or complex contractual structures involving multiple stakeholders.
Governance standards and internal policies are easier to enforce when contact data is standardized. Required fields, consistent naming conventions, and defined roles help align contract data with internal guidelines and regulatory expectations.
Finally, risk reduction becomes a natural outcome of structured contact management. By avoiding outdated, duplicated, or unauthorized contact persons, organizations reduce the risk of miscommunication, invalid notices, or compliance findings during audits.
For enterprise organizations operating in regulated environments, a centralized address book becomes a foundational element of audit readiness, internal controls, and contract governance.
Enterprise contract management is not about managing individual contracts efficiently — it is about building systems that continue to work as complexity increases.
As organizations grow, contract volumes rise rapidly. What once were dozens of agreements become hundreds or thousands, each involving multiple internal and external stakeholders. At the same time, responsibilities change due to organizational restructuring, role changes, or personnel turnover.
With growth comes increased scrutiny. Compliance requirements become stricter, internal controls more formalized, and expectations for transparency higher. In this environment, unstructured contact management quickly becomes a bottleneck.
A company-wide address book ensures that contact data scales alongside the organization. Instead of multiplying inconsistencies, it provides a stable, governed foundation that supports growing contract portfolios, cross-functional collaboration, and evolving compliance demands.
By treating contact persons as managed data — not ad-hoc entries — enterprise organizations create the structure needed to maintain control, clarity, and confidence as their contract management operations expand.
Address Book vs CRM: Why Contract Teams Need Both
CRMs are designed for sales relationships. Contract management systems are designed for legal and operational accuracy.
In a CRM:
Contacts are sales-oriented
Data changes frequently
Legal relevance is secondary
In contract management:
Contacts are legally significant
Stability and traceability matter
Accuracy outweighs flexibility
The address book in Inhubber complements CRM systems by focusing on what matters for contracts: structure, reuse, and compliance.
Best Practices for Using a Company-Wide Address Book
To get the most value from a company-wide address book, organizations should approach contact management as a defined process rather than a one-time setup.
It is important to clearly define which contact fields are mandatory and ensure they are used consistently across the organization. This creates a common standard and prevents incomplete or ambiguous contact records from entering the system.
Wherever possible, structured fields should be used instead of free-text entries. Structured data improves accuracy, enables reuse across contracts, and supports reporting, governance, and audit requirements more effectively than unstructured information.
Ownership also plays a critical role. Assigning responsibility for maintaining contact data helps ensure that updates are made when roles change, contact details are updated, or relationships end. Without clear ownership, even centralized systems can quickly lose data quality.
Teams should also be encouraged to reuse existing contact persons rather than creating new entries for the same individuals. This reduces duplication and keeps contract data clean and consistent.
Finally, periodic reviews of the address book help identify outdated or unused entries. Regular cleanup ensures that the address book remains relevant, accurate, and reliable as the organization and its contract portfolio evolve.
Together, these practices help maintain high data quality over time and ensure that the company-wide address book continues to support efficient, compliant, and scalable contract management within Inhubber.
Conclusion: A Small Feature with a Big Impact
A company-wide address book may seem like a minor addition — but in reality, it is a cornerstone of mature contract management.
By centralizing contact persons, organizations:
Reduce operational and compliance risks
Improve efficiency across teams
Strengthen governance and audit readiness
Build a scalable foundation for enterprise growth
With the introduction of the company-wide address book, Inhubber takes another step toward structured, enterprise-grade contract management — where every detail matters.
Imagine your legal ops team managing thousands of contracts with diverse obligations—renewals, performance metrics, audits, termination rights—all tracked in spreadsheets, emails or individual memory. One misstep, and the organization is locked into unwanted auto-renewals or triggers penalties. That’s the burden manual obligation tracking places on Legal Ops, especially as regulatory scrutiny intensifies.
Obligation tracking—detecting, assigning, and monitoring duties embedded in contracts and regulatory frameworks—is central to compliance, risk management, and financial protection. Yet manual systems simply struggle to keep pace. Enter AI-powered platforms like Inhubber’s legal contract management software, which turn that burdensome work into a streamlined, proactive, and strategic function for legal operations.
The traditional quagmire: the high cost of manual obligation tracking
Despite best efforts, traditional obligation tracking remains a labor-intensive, error-prone process that strains legal teams and exposes organizations to compliance risks. The cumulative cost of missed renewals, fragmented visibility, and administrative inefficiency erodes both value and confidence in legal operations.
Typical manual workflow (“the old way”):
Scattered spreadsheets per contract or team
Email chains and Slack threads reminding stakeholders
Calendar alarms and manual task assignment
Ad-hoc reconciliation and version confusion
Pain points (why manual fails at scale):
High risk of human error: missed deadlines, non-compliance, and financial or reputational losses
Resource drain: Legal and contract professionals spend time on tedious tasks
Lack of visibility: no real-time, portfolio-wide snapshot of obligations
Scalability issues: process becomes unmanageable as contract count and complexity rise
The net effect? Organizations suffer value leakage due to poor execution and process gaps. Legal teams are under pressure: leadership wants data, assurance, and insight—not form-filling.
The AI paradigm shift: automating insight from contract data (with Inhubber)
By embedding AI into contract workflows, platforms like Inhubber enable Legal Ops to “see through” unstructured contract text and convert it into actionable obligations.
Core AI enablers:
Natural Language Processing (NLP): reads clauses, understands obligations, durations and exceptions
Machine Learning (ML): learns from corrections, adapts to custom clause variants and improves extraction
How Inhubber applies AI to obligation workflows:
Automated clause detection & extraction: Inhubber’s AI parses each contract to locate obligations—payments, deliverables, audit rights, confidentiality, termination, etc.—and maps each obligation to the relevant contract, clause, and stakeholder.
Intelligent metadata tagging & structuring: Extracted obligations become structured fields (date, party, trigger, deliverables) in a searchable database linked to contract versions and amendment history.
Dynamic alerting & workflow initiation: Inhubber transforms obligation dates into tasks, reminders, and escalations. When duty windows open, it triggers workflows and automatically notifies assigned owners.
Risk-signal detection: The AI flags clauses that deviate from norms (for example, short notice windows, aggressive auto-renewal terms, high liability exposure) for review and mitigation.
Recent industry research indicates that the adoption of AI in legal operations is accelerating. For example, 80% of legal professionals view AI as a transformational force, according to the 2025 Thomson Reuters Institute Legal Department Operations Index. Add e-signature and workflow automation, and you have an integrated digital process that spans obligation capture through execution and renewal.
Quantifiable gains: the ROI of AI in obligation workflows (featuring Inhubber)
AI-driven obligation tracking delivers measurable improvements across efficiency, compliance, and cost containment. What once required days of manual review now takes minutes, freeing legal teams to focus on strategic decision-making rather than administrative oversight.
Key performance outcomes observed with AI adoption:
Time savings: Automated extraction and tagging reduce contract review times by up to 60–70%.
Compliance improvement: Real-time monitoring and reminders ensure that over 95% of obligations are completed before due dates, compared to less than 70% in manual tracking.
Cost avoidance: By reducing missed renewals, late fees, and non-compliance penalties, AI-driven systems help recover material value previously lost to inefficiencies. Industry data shows that contract value leakage can be meaningfully reduced through automation and AI.
Transparency and accountability: Stakeholders gain instant visibility into ownership, deadlines, and status across portfolios, reinforcing trust in legal operations.
Inhubber’s analytics dashboard transforms these metrics into actionable insights, enabling executives to visualize portfolio performance, identify recurring risk areas, and quantify the financial return on automation. This visibility enables legal departments to demonstrate tangible ROI—a critical factor as legal-tech budgets come under closer scrutiny.
Real-world example: rebuy’s digital transformation with Inhubber
One striking example of these gains can be seen at rebuy, a leading Berlin-based e-commerce company specializing in second-hand electronics. Facing rapid business growth and a rising number of contracts, rebuy struggled with decentralized storage, missed termination deadlines, and limited visibility across departments.
After implementing Inhubber’s centralized, AI-driven contract management platform, rebuy achieved a dramatic turnaround. All contracts were consolidated in one secure, cloud-based system, allowing the legal department instant access to every agreement. Automated deadline monitoring replaced manual Excel tracking, eliminating missed termination dates and saving the company thousands of euros annually.
Frank Kurzer, Head of the Legal Department at rebuy, describes the impact:
“The automatic deadline monitoring is a real game-changer for us. In the past, we managed deadlines manually in Excel spreadsheets, which was of course prone to errors. Now, Inhubber ensures that we are notified in time about upcoming termination deadlines. This has already saved us from unnecessary costs.”
Beyond cost savings, rebuy’s team reports higher transparency, smoother collaboration between departments, and faster document retrieval thanks to Inhubber’s intuitive search and flexible access rights. The company now plans to expand its use of Inhubber’s AI features to include automated risk analysis—continuing its journey toward proactive, data-driven contract management.
Implementation & path forward
Transitioning to AI-enabled obligation management doesn’t have to be disruptive. The most successful implementations follow a phased, collaborative model that strikes a balance between automation and oversight.
Step 1: Centralise and digitise contracts Consolidate agreements from multiple repositories and upload them into a secure, searchable platform like Inhubber. Integrate existing contract management and e-signature workflows to ensure full lifecycle coverage—from contract creation to fulfillment of obligations.
Step 2: Configure AI models and workflows Train Inhubber’s AI on organisation-specific templates, clause libraries, and risk thresholds. This contextual learning enables more precise extraction and risk detection as the system adapts to your internal language and compliance standards.
Step 3: Activate alerts and dashboards Set up automated alerts for renewals, performance deliverables, and compliance deadlines. Use dashboards to monitor completion rates and track risk exposure across contract categories.
Step 4: Scale and optimise As accuracy improves and users gain confidence, expand automation coverage to new contract types, departments, and regulatory domains. Inhubber’s self-learning models will continually refine their output, ensuring each cycle becomes more efficient and reliable.
The future of legal operations: proactive, data-driven, and AI-empowered
According to IBISWorld data, the U.S. law firm industry expanded at an average annual growth rate of 2.2% from 2020 to 2025, indicating a steady need for legal expertise. By deploying AI, workflow automation, and e-signature tools, legal operations functions can move beyond simply tracking obligations to managing risk, uncovering value, and driving strategic outcomes. With a structured implementation and adoption, tools like Inhubber enable legal teams to transition from a cost centre to a value centre.
The evolution of obligation tracking illustrates the broader transformation underway in legal operations. With AI and the top artificial intelligence programs, what was once reactive and fragmented becomes predictive, integrated, and value-generating. Platforms like Inhubber show that artificial intelligence isn’t replacing human expertise—it’s amplifying it, enabling legal professionals to shift from administrative management to strategic governance.
As businesses grow, so does the complexity of managing their contracts — from supplier agreements and NDAs to customer deals and framework contracts. Missing a renewal date or storing outdated versions can lead to costly mistakes. That’s where Inhubber (key4contract GmbH) comes in — a secure, intelligent, and user-friendly solution for contract lifecycle management (CLM) and digital signatures.
Inhubber combines German-grade data security with automation and collaboration tools that empower companies to manage contracts efficiently and transparently. Below, we answer the ten most frequently asked questions about Inhubber, based on feedback from our users, partners, and customers across industries.
1. What exactly is Inhubber?
Inhubber is a contract lifecycle management (CLM) and eSignature platform developed in Germany. It enables organizations to create, sign, store, analyze, and track all types of contracts within one secure environment.
Unlike simple document storage tools, Inhubber goes far beyond archiving. It helps automate routine tasks such as generating templates, managing approval workflows, and setting up automated notifications for contract milestones.
For example, a procurement department can monitor supplier agreements and receive alerts before expiration dates. Legal teams can maintain full audit trails of who accessed or changed a document, while management can gain insights into contract values and compliance status in real time.
In short, Inhubber helps companies reduce administrative effort, minimize legal risks, and accelerate business decisions.
2. Which stages of the contract lifecycle does Inhubber cover?
Inhubber supports the entire contract lifecycle from end to end:
Creation: Generate contracts from templates, insert pre-approved clauses, and ensure consistency in language and format. Create contracts effortlessly using customizable templates and intelligent formulars. Predefine mandatory fields, standard clauses, and approval sequences to ensure every document is complete and compliant from the start. Inhubber’s formulars help users input contract data quickly and consistently — reducing manual errors and ensuring each contract follows your organization’s standards.
Collaboration: Invite colleagues or external partners to review, comment, and edit documents securely — without sending endless email attachments. External participants don’t need to register or create an account: they receive a secure, time-limited email invitation to access the document directly. This approach ensures full control over permissions, version history, and compliance — while keeping collaboration simple and fast.
Approval and signing: Route documents to the right people for internal approval and finalize them with legally binding electronic signatures. Inhubber’s eSignature solution complies with the EU eIDAS regulation, supporting simple, advanced, and qualified signatures. Each signature is encrypted, timestamped, and traceable via detailed audit logs, ensuring authenticity and legal validity. Signers can complete the process seamlessly on any device — without the need for additional software or accounts.
Execution and monitoring: Monitor every active contract in real time — including its status, deliverables, and financial impact. Inhubber provides dashboards and metadata tracking that allow teams to follow key obligations, performance indicators, and payment schedules. Automated alerts and reports help identify bottlenecks, track progress against milestones, and maintain accountability across departments.
Renewal and archiving: Stay ahead of critical deadlines with automated renewal and termination reminders. Users can configure how far in advance notifications are sent and assign follow-up tasks to responsible team members. Once a contract is completed, it’s automatically stored in a secure, searchable archive with full audit trails and version history — ensuring long-term compliance and easy retrieval during audits or reviews.
Every stage is supported by smart automation, ensuring full visibility and control — from negotiation to archiving.
3. Is Inhubber cloud-based or locally installed?
Inhubber is a cloud-based SaaS solution, meaning there’s no need to install or maintain software on local servers. Users simply log in through a web browser.
This design ensures flexibility and scalability. Whether you’re working from the office, from home, or on a business trip, all contracts and associated data remain accessible and secure in one place. Inhubber’s servers are hosted in ISO 27001-certified data centers in Germany, ensuring compliance with European privacy standards and providing reliable uptime and performance.
4. What file formats and document types are supported?
Inhubber supports a wide variety of file formats — not only PDFs and Word documents but also Excel sheets, ZIP archives, images, and scanned documents. Its integrated OCR (Optical Character Recognition) automatically reads text from scanned images, enabling full-text search and metadata extraction.This flexibility allows organizations to centralize all contract-related materials — including appendices, invoices, specifications, and certifications — in a single repository. Each file can be categorized, tagged, and linked to related contracts for seamless navigation and reporting.
5. How does Inhubber ensure data protection, security, and GDPR compliance?
Security is one of Inhubber’s strongest differentiators. The platform goes beyond GDPR compliance, combining European privacy standards with enterprise-grade encryption and transparent access control. It’s built for organizations that demand maximum protection of sensitive information — without sacrificing usability.
Inhubber uses zero-knowledge encryption and AES-256 encryption for data both in transit and at rest, ensuring that no unauthorized third party — not even Inhubber itself — can access your content. Every file, metadata entry, and signature is protected by multiple layers of encryption and authentication.
Key security features include:
Full GDPR compliance with detailed audit trails and transparency in data processing.
ISO 27001-certified infrastructure hosted exclusively in Germany.
End-to-end encryption ensuring that only authorized users can access data.
Zero-knowledge architecture, meaning encryption keys never leave your organization’s control.
Granular role-based access control (RBAC) and multi-factor authentication for identity protection.
Detailed audit logs documenting every action, version, and signature event.
Optional blockchain fingerprinting for immutable proof of authenticity and integrity.
By combining encryption standards that exceed regulatory requirements with certified hosting and robust access management, Inhubber delivers a security framework that surpasses traditional cloud compliance. This makes it ideal for organizations in highly regulated sectors such as finance, healthcare, energy, and public administration.
6. Can Inhubber automatically remind users of contract deadlines and tasks?
Yes — Inhubber features an intelligent reminder system that tracks all key dates, such as renewals, payment deadlines, and termination periods. With AI Contract Review, the platform automatically extracts critical dates and obligations from your documents (e.g., contract start/end, notice periods, milestones, payment schedules) and can propose reminders and tasks based on those insights. Admins can review and confirm these suggestions before they go live, ensuring accuracy and compliance.
Users can configure reminders per contract or per folder, choose how many days in advance to be notified, and assign responsibility to specific team members. This automated system prevents costly oversights, like missed renewal deadlines or unintended extensions. AI-driven reminders can also trigger workflows — so follow-up actions such as renegotiation, approval, or budget checks are completed on time.
7. How does Inhubber manage roles, permissions, and multi-tenant setups?
Inhubber was designed with collaboration and compliance in mind. Its role-based permission model ensures that every user has access only to what they need. Permissions can be configured on four levels: organization, workspace, folder, and document.
For example, a sales team might have full access to customer contracts, while finance has read-only access to invoicing files. External partners, such as auditors or law firms, can also be invited into the system with limited rights — ensuring data remains protected at all times.For larger organizations, Inhubber supports multi-tenant (mandantenfähig) environments, allowing several subsidiaries or departments to operate independently under one secure infrastructure.
8. How does Inhubber support audit trails and internal controlling?
Inhubber provides comprehensive audit trails that document every action taken within the platform — from uploading and editing to approval, signature, and archiving. Each event is automatically timestamped and linked to the responsible user, creating a tamper-proof record of all activities throughout the contract lifecycle.
These audit trails are essential for internal controlling, compliance audits, and legal verification. They allow organizations to trace who accessed a document, what changes were made, and when. This level of transparency helps prevent unauthorized actions, ensures accountability, and simplifies both internal and external audits.
Key benefits include:
Full transparency across all contract-related activities.
Automatic tracking of edits, approvals, signatures, and downloads.
Protection against manipulation, ensuring data integrity.
Compliance readiness for GDPR, ISO 27001, and internal audit requirements.
Simplified reporting for finance and legal departments.
Inhubber’s audit trails transform contract management into a fully traceable and controlled process — making compliance effortless and verifiable at any time.
9. Who uses Inhubber and in which industries?
Inhubber is trusted by a wide range of organizations — from global enterprises to mid-sized companies and public institutions — across multiple sectors.
Among our customers are:
Enterprises such as Sharp/NEC, rebuy, and Deutsche Investment.
Public institutions including the OECD, municipal governments, and city utilities.
Retail and logistics companies like EDEKA Foodservice, Fahrrad XXL, and Ansorge Logistik.
Beyond these, Inhubber is widely used in industries such as manufacturing, healthcare, hospitality, energy, consulting, purchasing & supply chain, real estate, and professional services.
The platform’s modular and scalable design makes it suitable for both SMEs and large organizations. Each customer can adapt Inhubber to their specific workflows — from supplier management and contract approvals to audit control and financial tracking.Organizations choose Inhubber because it unites data sovereignty, AI-powered automation, and user-friendly design in one secure system made and hosted in Germany.
10. How can companies get started with Inhubber?
Getting started with Inhubber is simple, flexible, and tailored to each organization’s needs.
The process usually begins with a personalized demo call, where our team helps define your specific contract management goals, user roles, and compliance requirements. After that, you can test the platform hands-on with your team — all departments that want to explore Inhubber can participate.
During the test phase, onboarding support is provided on demand. Our experts assist in setting up custom document types, workflows, and business processes that reflect your organization’s structure.
Existing contracts can be imported automatically using AI-powered data extraction — making migration fast and intelligent. For organizations moving from legacy systems, a structured migration process is also available.
Once the configuration is complete, your users can start managing contracts immediately. The intuitive interface and guided onboarding ensure that even first-time users feel comfortable within days. Ongoing support, training, and feature updates are continuously provided by Inhubber’s customer success team.
Why these FAQs matter
These ten questions reflect the core needs companies have when evaluating a CLM platform: transparency, compliance, automation, and ease of use. Inhubber answers them with a balance of security and simplicity — helping organizations digitize their contract processes without losing control over their data.With Inhubber, businesses gain more than just a digital archive; they gain a strategic system for risk management, collaboration, and growth.
Up to
0%
annual savings
By cancelling outdated contracts and improving overall visibility.
Up to
0%
faster contract search
Thanks to centralized storage, filters, and AI-powered analysis.
About Ansorge Logistik
Ansorge Logistik is a long-established, family-run logistics company based in Biessenhofen. With around 500 employees, over 150 trucks — including 11 fully electric vehicles — and four locations in Germany and Italy, the company provides transport and logistics solutions across Europe.
In recent years, not only has the fleet grown, but so has the number of contracts with suppliers, partners, and service providers. With increasing demands for efficiency and transparency, and a clear goal of making processes as paperless and fully digital as possible, Ansorge decided to adopt a modern contract management solution.
With Inhubber, a centralized, cloud-based, and AI-powered system was implemented that securely manages all contracts, simplifies collaboration, and significantly accelerates the entire process. The new solution not only increases transparency, but also saves time on a daily basis and supports Ansorge’s commitment to consistently putting digital innovation into practice.
Initial Situation and Challenges
Before Inhubber, contract management at Ansorge Logistik was largely handled manually. Contracts were stored in different folders, and deadlines had to be checked individually. There were no automatic reminders for cancellations or renewals.
Markus Sauter, who is responsible for Accounting and Contract Management at Ansorge, recalls: “Previously, it was more of a contract archive. Deadlines were recorded, but there were no notifications. Quickly finding contracts was also quite complicated.”
“The previous system was introduced years ago as an in-house development and reliably served its purpose for a long time. However, as processes became increasingly complex, it began to reach its limits. At the same time, the requirements for information security continued to rise,” explains Sauter.
In addition to security, clarity and ease of use were key objectives. The company was looking for a solution that could be flexibly adapted and provide employees with clear information—without complex IT processes.
Decision for Inhubber
When choosing a new system, Ansorge placed great importance on flexibility and ease of use. After comparing several solutions, the company decided on Inhubber. A key factor was the ability to create and adjust metadata fields and contract views independently — without additional programming or support requests.
“It was important to us that we could manage the system ourselves. With other providers, you had to submit a support ticket for every small change. Inhubber allows us to add fields or filters independently — that saves a lot of time.”
Another advantage was the email-based reminder logic. Cancellations, renewals, or tasks are automatically reported and linked directly to the responsible employees. This ensures that all deadlines and contracts remain in view.
The onboarding process went smoothly. The Inhubber team supported Ansorge with training and personalized guidance to ensure a seamless transition.
“At first, it feels like a lot because the system offers so many options. But after a short familiarization, you realize how clear and intuitive it is. With the colors, subfolders, and custom views, it’s easy for everyone to understand.”
Implementation and Use
After the decision was made, the entire contract archive was gradually migrated to Inhubber. Ansorge used the opportunity to review, update, and clean up all contracts — removing duplicates and cancelling outdated or inactive ones.
Today, the company manages seven main areas with Inhubber: data protection, leasing, logistics, rentals, service agreements, freight forwarding contracts, as well as maintenance and subscriptions. Only the HR department is currently excluded.
Thanks to automated reminders and the central dashboard, employees can instantly see all upcoming deadlines, signature requests, and tasks — bringing clarity and structure to their daily work.
“When I log in in the morning, I immediately see upcoming deadlines, tasks, and signature requests. That tells me right away what I need to focus on. It used to be much more confusing.”
The integrated AI support is also used daily at Ansorge. Long contracts can be analyzed with just a few clicks, and the AI automatically creates concise summaries of key content.
“Especially in the logistics sector, many contracts are long and complex. With the AI summary, I can grasp a 40-page contract in just a few sentences. It saves an incredible amount of time.”
Added Value and Results
The introduction of Inhubber brought Ansorge Logistik clear, measurable benefits — with three key advantages standing out: transparency, security, and efficiency.
“For us, clarity, smooth information flow, and data security are the greatest benefits. In particular, blockchain encryption is a key aspect of our commitment to information security.”
Transparency in contract management has significantly improved. Employees now receive automatic email notifications when contracts are about to expire or can be renewed. Thanks to the standardized structure, documents can be found quickly and reliably.
The search function goes beyond contract names and covers all stored metadata.
“For example, I can enter a license plate number and am immediately taken to the corresponding leasing contract. Previously, you had to click through countless folders — now it only takes seconds.”
The improved overview also has financial benefits. During data cleanup, five to ten outdated contracts were discovered that had continued running unnecessarily. Their termination led to annual cost savings.
In addition, Ansorge increasingly uses Inhubber for electronic signatures — especially for NDAs and data protection agreements. This replaces manual processes while meeting ISO requirements more efficiently.
Favorite Features at Ansorge
For Markus Sauter, three features are particularly valuable in daily operations: “We use the deadline function, the AI summary, and the ability to add custom fields the most. This combination makes the system flexible and efficient. I can enter new information at any time without needing IT support.”
This flexibility ensures that the system continuously evolves with the company’s needs — whether new contract types are added or ISO requirements change.
Feedback from the Teams
Internal feedback on Inhubber has been consistently positive. Employees especially appreciate the clear structure and the ability to create personalized views.
“The overview is very pleasant for everyone. Each person can customize their columns and filters as needed. This allows teams to work much more efficiently than before.”
For new employees, onboarding is simple since all contracts are stored centrally and systematically. Even complex processes, such as contract reviews or approvals, can now be handled directly within the system.
Outlook
In the coming months, Ansorge Logistik plans to further expand its use of Inhubber. The goal is to sign all NDAs and data protection agreements exclusively in digital form. In addition, AI features will soon be applied to maintenance and service contracts to automatically detect recurring deadlines.
“We see a lot of potential in Inhubber. Especially for new contracts and tasks, we want to make even greater use of its functions and further digitalize our workflows.”
In the long term, Inhubber is set to become the central platform for all contract-related processes — from drafting and signing to audit-proof archiving.
Conclusion
With Inhubber, Ansorge Logistik has fully modernized its contract management. What used to be a complex, manual filing system has evolved into an intelligent, automated solution that combines security, transparency, and efficiency.
Contracts, deadlines, and tasks are now centrally organized, audit-proof, and easily accessible to all relevant employees. AI summaries and automated notifications save time, reduce risks, and improve collaboration across departments.
“Inhubber has helped us simplify administration significantly. We now have better visibility, stronger security, and save both time and costs. The system simply fits the way we work.”
Ansorge Logistik is a family-owned company based in Gersthofen near Augsburg.
With 500 employees, 150 trucks (including 10 electric ones), and locations in Germany and Italy, Ansorge offers sustainable transport solutions across Europe.
