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AI Contract Management Explained + Top Features & Benefits

Authored by EncompaaS - Feb 20, 2024


Contract management has long been bogged down by its traditional processes. These conventional methods are fraught with inefficiencies, from prolonged drafting times and high susceptibility to human error to challenges in tracking obligations and enforcing compliance. These processes not only slow down operations but also introduce significant risks and costs, impacting organizational agility and the bottom line.

Enter AI contract management, a beacon of transformation in this landscape. By leveraging the latest in artificial intelligence technology, AI contract management promises to revolutionize how contracts are created, managed, and analyzed. This innovation seeks to address the limitations presented by traditional contract management processes, offering a more streamlined, efficient, and accurate approach.

In this article, we take a deep dive into AI contract management, discussing its key features and benefits and how it is used across different industries.

Main takeaways from this article:

  • Traditional contract management, which involved manual processes that led to inefficiencies, has been transformed by AI contract management.
  • AI technology streamlines the entire contract lifecycle, offering greater efficiency, accuracy, and strategic insights. It includes features like automated contract creation, risk analysis, predictive performance analytics, and seamless integration with existing systems.
  • AI contract management systems have automated drafting, intelligent risk and compliance analysis, predictive analytics for contract performance, centralized repositories for easy access, and enhanced search and reporting capabilities.
  • The adoption of AI in contract management significantly increases efficiency, reduces risks, and enhances decision-making through data-driven insights. It supports scalability and provides a competitive advantage by optimizing contract processes.
  • Various sectors, including manufacturing, pharmaceuticals, financial services, government, utilities, education, and healthcare, have seen transformative impacts of employing AI-based contract management for managing complex contracts and regulatory compliance.
  • EncompaaS stands out with its innovative AI contract management solution that leverages Azure OpenAI to enhance contract lifecycle management, ensure compliance, and provide intelligent risk analysis.

What is AI-based contract management?

AI-based contract management refers to the use of artificial intelligence technologies to automate and improve various processes throughout the contract lifecycle.

This approach utilizes AI to automate routine tasks, provide intelligent insights, and facilitate decision-making processes related to contracts. At its core, AI contract management transforms static documents into dynamic assets that actively guide business strategy and risk management.

Evolution of contract management

The journey from traditional contract management to AI-based solutions represents a significant leap forward in how businesses handle their contractual obligations. Traditional methods, often manual and labor-intensive, are limited by their inability to efficiently process and analyze the vast amounts of data contained within contracts. As businesses grew and contracts became more complex, these methods became increasingly unsustainable.

AI-based contract management emerged as a response to these challenges, harnessing AI’s power to automate and optimize the contract lifecycle. This evolution was driven by advancements in AI technologies, such as machine learning and natural language processing, which enabled the development of systems capable of understanding and managing contract-related data in sophisticated ways.

Application of AI technologies in contract management

  • Machine Learning (ML): ML algorithms can analyze historical contract data to identify patterns and predict outcomes, such as potential risks or the likelihood of contract renewal. This predictive capability allows businesses to make informed decisions and proactively manage their contracts.
  • Natural Language Processing (NLP): NLP enables the system to understand and interpret the language used in contracts, much like a human would. This capability is crucial for tasks such as extracting key clauses, identifying obligations and rights, and ensuring compliance with regulations and policies. NLP can also automate the drafting of contracts by generating text based on predefined templates and learned patterns.
  • Data Analytics: AI-driven data analytics offer deep insights into contract performance, compliance, and risk exposure. By analyzing contract data, businesses can identify trends, benchmark against best practices, and make data-driven decisions to improve contract management processes.

Together, these AI technologies revolutionize contract management by automating complex processes, providing actionable insights, and enhancing the strategic value of contracts in business operations.

Key features of AI contract management systems

AI contract management systems have transformed the way we manage contracts today. But how? Let’s look at some of their features below.

1. Automated contract creation

AI systems utilize templates to standardize the contract creation process, ensuring consistency and reducing the time required to draft contracts. Templates can be customized to meet the specific needs of different types of contracts, providing a solid foundation for the drafting process.

Beyond templates, AI utilizes natural language generation (NLG) to automatically generate contract text. This technology enables the system to draft complex contract clauses based on predefined rules and learned patterns, significantly speeding up the contract creation process while maintaining high levels of accuracy and legal integrity.

2. Intelligent analysis for risk and compliance

AI systems are adept at scanning contract terms to identify potential risks, such as unfavorable clauses or non-compliance with internal policies. By analyzing the language and patterns within contracts, AI can highlight areas of concern for further review and action.

With regulatory landscapes and internal policies constantly evolving, AI systems ensure continuous monitoring of contracts for compliance. These systems can automatically update contracts to align with new regulations, minimizing the risk of non-compliance and associated penalties.

3. Predictive analytics for contract performance

Leveraging historical contract data, AI systems can predict future outcomes, such as the likelihood of renewal or potential disputes. This predictive insight allows businesses to proactively address issues and strategically manage their contract portfolio.

AI-driven analytics provide valuable insights into the efficiency and profitability of contracts. By analyzing performance data, businesses can identify best practices and areas for improvement, optimizing their contract management processes for better outcomes.

4. Centralized contract repository

A centralized contract repository offers a single source of truth for all contract-related documents. This consolidation enhances accessibility, ensuring that relevant stakeholders can easily find and reference contracts as needed. It also facilitates better document management and version control, reducing the risk of errors and inconsistencies.

5. Seamless integration with existing systems

AI contract management software seamlessly integrates with existing business systems, such as Customer Relationship Management (CRM) and Enterprise Resource Planning (ERP) systems. This integration ensures that contract data flows smoothly across business functions, enhancing operational efficiency and data integrity.

6. Enhanced search and reporting capabilities

Advanced search functionalities powered by AI allow for quick and efficient retrieval of documents. Users can search based on various criteria, including specific clauses, contract parties, or dates, making it easier to find the information they need.

AI systems offer customizable reporting features, enabling businesses to generate detailed reports on contract insights. These reports can cover various aspects of contract management, such as compliance status, risk exposure, and performance metrics, providing a comprehensive view of the contract landscape.

Together, these features form a robust foundation for AI contract management systems, enabling businesses to navigate the complexities of contract management with greater ease, accuracy, and strategic insight.

Benefits of AI contract lifecycle management

Now, let’s explore AI’s many benefits in managing contracts, digitally transforming each stage to enhance productivity and minimize risks.

1. Increased efficiency and time savings

AI automates routine tasks and streamlines the entire contract lifecycle, reducing the time and effort required to manage contracts. This automation accelerates processes like drafting, reviewing, and approving contracts, freeing up valuable time for strategic work.

2. Improved accuracy and reduced risk

By minimizing human intervention, AI reduces the likelihood of errors in contracts, such as typos or incorrect terms, that can lead to misunderstandings or legal issues. Additionally, it ensures contracts comply with current laws and regulations, thereby reducing legal risks.

3. Data-driven decision making

AI CLM tools analyze contract data to provide strategic insights, helping organizations make informed decisions. This includes identifying trends, evaluating contract performance, and understanding risk exposures, which can inform future contract strategies.

4. Scalability

As organizations grow, so does the volume and complexity of contracts. AI CLM systems easily adapt to increasing demands without the need for additional resources, making them a scalable solution for businesses of all sizes.

5. Competitive advantage

Organizations leveraging AI CLM gain a competitive edge through optimized contract processes and deep insights into contract data. This advantage allows them to negotiate better terms, improve partner relationships, and operate more efficiently, contributing to overall business success.

AI use cases in contract management

AI contract management solutions, such as those provided by EncompaaS, have proven incredibly beneficial across a range of industries. By automating the extraction, classification, and management of contract data, these solutions can drastically improve efficiency, reduce risk, and enhance decision-making capabilities.

  • Manufacturing: In the manufacturing industry, where information silos can significantly hamper productivity and risk management, AI contract management facilitates the automation of data discovery, analysis, and governance. This ensures assets are effectively managed and leveraged, driving better outcomes and decisions. Learn more.
  • Financial Services: For financial institutions, managing a vast array of information while ensuring compliance and mitigating risk is paramount. AI contract management supports day-to-day operations, M&A activities, and digital transformation by automating data handling and improving data flow across the enterprise. Learn more.
  • Government: In government sectors, where data accuracy, accessibility, and security are critical, AI contract management turns complex data into actionable insights. This enhances government operations, improves public services, and promotes transparency. Learn more.
  • Utilities: Utility companies face the challenge of managing large volumes of historical, maintenance, supply, and customer data. AI contract management streamlines operations, enhances control, and automates lifecycle management, driving efficiency and compliance. Learn more.
  • Education: Educational institutions manage sensitive data spread across numerous systems. AI contract management offers a holistic view of education data, providing deeper insights into student patterns and achievements while ensuring information governance and de-risking the information landscape. Learn more.
  • Healthcare: The healthcare industry benefits from AI contract management by improving process efficiency and lifecycle management of patient records. It enhances data accuracy, facilitates information retrieval, and mitigates day-to-day data operation errors, driving success and better patient outcomes. Learn more.
  • Life Sciences: For life sciences organizations, AI contract management accelerates drug discovery, clinical trials, and market trend forecasting by efficiently managing and analyzing data. This ensures research data privacy and supports deep data insights. Learn more.

Each of these industries demonstrates unique scenarios where AI contract management provides significant advantages, underscoring its versatility and critical role in modern business practices.

Elevate contract management with EncompaaS

The evolution of contract management through AI technology marks a significant leap forward in how businesses approach their legal and operational frameworks. AI contract management not only promises enhanced efficiency, accuracy, and strategic insight but also redefines risk management and compliance in the digital age. With features like automated contract creation, intelligent risk analysis, predictive analytics, and a centralized contract repository, AI contract management systems are setting new standards for operational excellence.

In a world where agility, compliance, and innovation are key to staying competitive, the adoption of AI in contract management becomes not just beneficial but essential. The benefits of AI contract lifecycle management—ranging from time savings and reduced risk to data-driven decision-making and scalability—provide a compelling case for enterprises seeking to optimize their contract processes and gain a competitive edge.

As we’ve explored AI’s transformative potential in contract management, it’s clear that the right tools and platforms are critical to unlocking these benefits. EncompaaS stands at the forefront of this revolution, offering a robust intelligent information management platform that perfectly aligns with the needs of AI contract management. By leveraging EncompaaS, businesses can ensure data quality, de-risk information, supercharge AI adoption, and harness the full power of their contract portfolios.

Take the first step towards transforming your contract management processes with AI.

Book a demo with EncompaaS today and discover how you can supercharge your information management, safeguard your enterprise, and position yourself for the next wave of innovation. Unlock the potential of AI and make informed, strategic decisions that drive your business forward.

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