Background: A fast-growing consultancy with a contracting problem
Plat4mation works with enterprise clients across multiple geographies, delivering ServiceNow implementations that range from straightforward deployments to complex, multi-phase transformation programmes. Each engagement generates its own set of agreements: work contracts, bonus arrangements, lease agreements, and project-specific documents that need to be tailored to the client, the market, and the scope of work.
At the volume Plat4mation operates, this is not a minor administrative task. Contracts need to be accurate, consistent, and produced quickly. A delay in getting an agreement in place can slow the start of a project. An error in a document can create confusion or conflict further down the line.
Challenge: Manual processes that created errors, privacy risks, and bottlenecks
Before Precisely, Plat4mation's teams were managing contracts by duplicating previous documents and editing them manually. On the surface, this approach seemed practical. In practice, it introduced a set of problems that grew harder to manage as the business expanded.
The first problem was accuracy. When a contract with a typo was duplicated, the error was copied into every subsequent document that used it as a base. Small mistakes compounded across a portfolio of active agreements, creating inconsistencies that were difficult to catch and potentially costly to resolve.
The second problem was privacy. Replacing variables manually — such as names, salary figures, and contract-specific terms — meant that sensitive data was handled repeatedly and by multiple people. The risk of that data appearing where it should not was real and needed to be addressed.
The third problem was speed. The manual process of finding the right base document, editing it, checking it, and routing it for approval was slow. For a business generating contracts at high volume across multiple languages and jurisdictions, this was a meaningful drag on operations.
Solution: Template-based contract creation that removes the manual work
Plat4mation implemented Precisely to replace the copy-and-edit approach with a structured, template-based system. Their teams built templates for each key contract type: work contracts, bonus arrangements, lease agreements, and other recurring document types. Each template captures the standard terms and structure for that document type, with clearly defined variable fields for the information that changes from contract to contract.
When a new contract is needed, the team opens the appropriate template, fills in the variables through a structured questionnaire, and Precisely generates the document automatically. There is no manual editing of body text, no risk of copying an error from a previous version, and no need to handle sensitive data outside of a controlled environment.
The smart contract repository means that completed agreements are stored centrally, searchable, and accessible to the right people without relying on shared drives or email archives. For a business with offices across multiple countries, this visibility into what has been agreed, and where each contract stands, is a meaningful operational improvement.
Managing high volumes of similar but variable contracts is a challenge many growing companies face. ecosio handles 500+ contracts a year with a team of three, using the same template logic to keep teams fully self-sufficient.
"No other solution had a simple way of creating a template where you can just fill in the variables, and then the contract is generated. For us, that was the big advantage of using Precisely."
Roel Schoenmakers
CFO at Plat4mation
Result: 80% faster turnaround, error-free contracts, and a process that scales
Since implementing Precisely, Plat4mation has reduced contract turnaround time by 80%. Agreements that previously required manual editing, multiple rounds of checking, and careful handling of sensitive data are now generated in a fraction of the time, with the accuracy built into the template rather than relying on individual attention.
Errors caused by duplicating previous documents have been eliminated. Sensitive data is handled within a controlled system rather than passed between individuals manually. And the contract repository gives the business a clear, searchable record of every agreement, making it easier to manage obligations, support handovers, and maintain consistency as the firm continues to grow.
For a business operating across multiple countries and languages, with a headcount that is growing and a client base that demands consistency, these are not marginal improvements. They are the foundation of a contracting process that supports the business rather than slowing it down.
Key takeaways
- 80% reduction in contract turnaround time
- Error-free contracts through structured templates with defined variable fields
- Sensitive data handled securely within a controlled system, reducing privacy risk
- Centralised contract repository gives the business visibility across all agreements
- Process scales with the business without adding administrative headcount
