50% less time spent on contracts at Lübeck und Travemünde Marketing

Creating contracts, monitoring deadlines, archiving documents: for Lübeck und Travemünde Marketing GmbH, this work was part of everyday business for a long time. Agency agreements for vacation rentals and hotels, agreements with retailers, and space rental agreements for events were managed mainly in Excel lists and paper files.

As a tourism-focused company, Lübeck und Travemünde Marketing GmbH manages a large number of very different contracts. Keeping track of them became a challenge: contract terms were monitored manually, information was stored in different places, and paper binders filled entire cabinets.

“We tried to keep a full overview in Excel. But we kept missing deadlines, and contracts kept running,” Mr. Lichtenstein sums up.

So the company was not looking for a digital archive, but for a system that would noticeably lighten the team’s daily workload. Key requirements were automatic reminders for contract deadlines, digital approvals, electronic signatures, and a granular permission concept. At the same time, data protection and security were at the top of the list: “It was important to us that the system alerts us automatically when a contract is about to expire. Of course, the solution also has to meet all GDPR requirements and run reliably and securely in the cloud.”

Mr. Lichtenstein also wanted standardized contract creation: instead of maintaining many different document versions, the team would work with central templates. “Using standardized contract templates works very well today. The person creating the contract enters the necessary information, and the system fills in the rest. That way, everyone works from the same template.”

Beyond the functional requirements, usability also played a decisive role in the decision. The team needed to become productive quickly without having to learn complex interfaces. Yaveon’s contract management clearly delivered on that: “Anyone who works with Microsoft finds their way around quickly, because the contract management interface is just as logical and easy to understand.” Another plus was the close collaboration with Yaveon during the selection phase: “You could tell there was real interest in our requirements. Yaveon asked questions and thought along with us instead of just presenting software.”

Lübeck und Travemünde Marketing GmbH uses Microsoft Dynamics 365 Business Central as its central business solution, which made a reliable ERP integration especially important. Contacts and business partners now sync automatically between the systems. “The interface between Business Central and contract management works very well. Contacts are transferred reliably, and we don’t have to maintain data more than once or by hand.”

The rollout of contract management went smoothly. Customized contract templates that automatically account for complex calculations and different terms were especially helpful during the process. For space rental agreements, for example, certain fees are derived directly from the stored master data and rule sets. “There is a lot of logic behind the solution, but in day-to-day work we only have to enter the relevant information. It’s really simple.”

Today, Mr. Lichtenstein and the team benefit above all from better visibility and less administrative work. Contracts are created faster, signed digitally, and stored in an audit-proof archive, and contract terms no longer slip through the cracks. Existing contracts can easily be renewed or used as templates for new agreements. “Acceptance of the solution is very high because creating a contract now takes much less time than it used to. Many processes now simply run alongside our work, and that saves us time every day.”

The successful rollout of contract management was not the end of the collaboration: Lübeck und Travemünde Marketing GmbH is already developing further processes together with Yaveon. The main reason is the positive experience in day-to-day operation. “We would choose Yaveon again at any time. The solution runs so reliably that we rarely need support. But when we do need help, we get it quickly.”