From manual contract skimming to automated clause retrieval

How to automate contract management and eliminate manual search

Introduction

In modern business, the volume of contracts grows faster than the time executives have to manage them. The result is an "invisible" workload: hours lost searching for terms, clauses and expiration dates. Automating these processes is no longer a luxury, it is a prerequisite for sound handling. Let’s explore the steps to transitioning to an intelligent workflow.

Step 1: Centralize Knowledge in a Single Base

The first step is eliminating "data silos." Contracts scattered across emails, local folders, and physical archives must be digitized and centralized.

The PaperTrail Approach: The platform creates a unified knowledge base automatically, making every file instantly searchable from the moment it is uploaded.

Step 2: Move from Storage to Understanding (Data Extraction)

Simple digitization (PDF) is not enough. You need a system that "understands" what the document contains. Automated extraction of key elements such as counterparties, dates and amounts, is the key to ending manual entry into Excel.

How AI Helps: PaperTrail uses AI to recognize and structure this data automatically, reducing human error and the fatigue of manual typing.

Step 3: Tailor Information to Your Needs

Every department looks for different data. Legal focuses on jurisdiction clauses, while Procurement looks at SLAs and payment terms. Automation must be customizable.

Custom Pipelines: At PaperTrail, the platform "learns" your priorities during setup and creates custom workflows that extract exactly the fields that matter to you.

Step 4: Enable Natural Language Search

The goal is for any authorized executive to find information without reading 50 pages. Instead of keyword searches, adopt a Q&A logic.

Grounded Chat: Through PaperTrail’s Chat, you can ask about contract details and receive answers with direct citations to the original document, ensuring absolute validity.

Step 5: Connect Knowledge with Existing Systems (ERP/CRM)

Automation is complete when information "travels." Expiration dates or financial terms should automatically update the company's ERP or CRM.

Bridges: At PaperTrail, we create integration bridges so that knowledge extracted from documents directly feeds the subsystems you use daily.

Conclusion

The transition to intelligent contract management doesn't happen overnight, but it starts with the right methodology. By reducing manual search, you allow your team to focus on high-value tasks while ensuring compliance and data security.

Next Step

Want to see how this methodology applies to your business in practice? Book a demo with PaperTrail and let’s design your custom workflow together.