No traceability
Contracts circulated by email; no one knew for certain the real status or who was holding them up.
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Contract Management System.
How a leading insurer in the Mexican auto market transformed contract management: from a manual, scattered process to a single, traceable, and auditable digital platform.
Client Leading insurer in the Mexican auto market
Industry Insurance · Mexican auto market
Project Contract Management System · end-to-end CLM
Current phase In production · Continuous evolution
Contract requests per week live
01 · Executive summary
From a scattered manual process to a single platform.
The client is the leading insurer in the Mexican auto market, specialized in risk prevention and management, with an operation spanning multiple group companies.
Its Corporate Legal Department faced a critical challenge: contract management with vendors depended on email, physical files, and in-person signatures, creating a lack of traceability, duplicate documentation, and zero expiration control. To solve it, we implemented a corporate Contract Management System, now running in production across six group companies, multiple roles, and online electronic and biometric signature.
The platform now manages over 30,000 vendor legal documents, measured on the production database. Between May and July 2026 it absorbed 2.6 times more demand, from ~17 to ~45 requests per week, and logged 189 contract requests in July, its record month.
02 · The client
Institutional and operating ecosystem.
The project serves the group's Corporate Legal Department, responsible for generating and safeguarding contracts, controlling vendor payments, and regulatory compliance across the group's six companies.
Key platform users
| Role | Responsibilities |
|---|---|
| Legal counsel | Specialists in corporate and insurance law. Validate the legality and authority of counterparties. Draft and safeguard the group's contractual terms. |
| Ticket administrators | Operational and technical managers of the platform. Orchestrate the lifecycle of every request. Ensure each contract ends in a successful payment. |
| Internal clients | Contributors from business areas across every group company. Trigger service and contract requests. Need visibility into their vendors' status. |
| Vendor control / SLA | Monitor SLAs and resolve bottlenecks. First link in the payment flow. Ensure compliance before regulators. |
03 · The challenge
A manual process scattered across three fronts.
Before the system, contract management was manual and scattered across three fronts.
Document chaos
The same vendor would resend its complete file for every request, with duplicate certificates and powers of attorney.
In-person signatures
Attorneys-in-fact had to travel in person, with courier delays of days that blocked closings and payments.
This manual operation forced the file to be rebuilt from scratch for every contract, with a high risk of bottlenecks, lost documents, and a lack of control for audit and regulatory compliance.
04 · The solution
A Contract Management System.
The answer was to build a single, end-to-end platform that digitizes and gives full traceability to the contract lifecycle, today running across six group companies, six roles, and multi-vendor flows.
Deployed on the client's own infrastructure, with no dependency on public cloud providers, reinforcing information control and the group's regulatory compliance.
1
Single end-to-end platform
Full contract cycle with total traceability on every action, across the group's six companies.
2
Single vendor file
Identified by tax ID, captured once and automatically reused in every future request.
3
Electronic and biometric signature
Sequential online signing: the group's attorneys-in-fact first, then the vendor via a tokenized external link; with biometric handwritten signature as an alternative.
05 · How it works
A flow with paths, not a straight line.
Requests from two origins, centralized validation, two signature paths, and one file that gets reused. Drag the nodes and zoom in to explore it.
Interactive diagram · Contract Management System
drag the nodes
06 · The journey
Two years of continuous evolution.
Twenty-three months passed from the first commit to the current phase go-live, with phase 1 already operating during 2025 and non-stop evolution since.
- June 2024 First commit: platform construction begins.
- 2025 Phase 1 in operation: the legal team runs the first flows in production.
- May 2026 Phase 2 go-live: the full platform enters operation for the group's six companies.
- May to July 2026 Demand grows from ~17 to ~45 requests per week, with a record 189 requests in July.
- July and August 2026 Continuous evolution: 16 new user stories in the cycle and a storage migration to the cloud underway.
07 · Results
A measurable, growing impact.
Every figure on this page was measured on the production database and the July 2026 capacity plan.
Before / Manual process
A process scattered across email and paper
- ✕ Contracts circulating by email, no traceability
- ✕ Vendor files duplicated for every request
- ✕ In-person signatures with courier delays
After / With the system
One system, traceable end to end
- ✓ Full contract traceability on the platform
- ✓ Single vendor file, captured once
- ✓ Electronic or biometric signature online, no travel
+30,000
Legal documents under management · production DB, July 2026
2.6x
Demand absorbed between May and July 2026
189
Contract requests in the record month · July 2026
6
Group companies operating on the platform
6
Business roles
8
Contract types
15
Functional modules
16
New user stories · July and August 2026 cycle
The mechanism that matters most: single-file reuse
Every approved vendor document, identified by tax ID, is automatically reused in that vendor's next requests, and its updates propagate to every live request: the effort of building a file is paid only once.
Every signed contract is archived in the corporate content server with SHA-256 integrity verification and a complete per-request audit log.
08 · Risk management
Identified risks, active mitigations.
The project team proactively identified the highest-impact operational risks and defined active mitigations for each. Today, no critical blocker is active.
| Risk | Impact and mitigation |
|---|---|
| Low adoption |
Impact: if an internal client doesn't respond, the request is automatically cancelled after 15 days, causing high cancellation rates and lost productivity. Mitigation: active traffic-light status in green, yellow, or red based on days without response, escalated notifications by corporate email, and a training plan per company. |
| Corporate environment challenges |
Impact: cross-area alignment, deployment windows, and security scans extend definition and deployment cycles. Mitigation: governance established with the client's areas, deployment calendar agreed with infrastructure, and mature pre-deployment validation processes. |
| Dependency on an external signature provider |
Impact: the electronic signature depends exclusively on an external provider; if the service goes down, contracts cannot be signed. Mitigation: contractual SLA with active monitoring of the integration, and a non-electronic-signature completion option for applicable cases. |
09 · Acceleration levers
Three mechanisms sustaining the speed.
Three mechanisms run simultaneously today, sustaining delivery speed and reducing the marginal cost of the operation.
Scalability · Single file by tax ID
Every new vendor enriches the system: captured once, reused forever. The marginal cost of a new request trends to zero as the universe of captured vendors grows.
Speed · Approval by the assigned counsel
When the legal area uploads a document, the system automatically routes it to the assigned reviewer, eliminating a full review cycle per contract.
Unblocking · Handwritten signature as an alternative to FIEL
Attorneys-in-fact without their current FIEL certificate on hand can sign biometrically by hand, guaranteeing operational continuity.
10 · The immediate future
Toward a unified operating platform.
With the foundation built since 2024, the system is evolving toward a unified operating platform for the entire group, consolidating the learnings from the build and growth phases into a continuous improvement model.
Talk about your contract management+30,000
Legal documents
2.6x
Demand absorbed
189
Record month
6
Group companies
11 · Conclusion
From a scattered critical process to concrete business results.
This project shows how digitizing a critical legal-operational process, once scattered across emails, paper, and in-person signatures, translates into results measured on production: over 30,000 legal documents under management, 2.6 times more demand absorbed in three months, and 189 contract requests in the record month, all sustained by an architecture deployed on the client's own infrastructure and active risk management.
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