When a large tech company was losing time and money chasing contracts across SharePoint, AROBS produced a game-changer: an AI-powered contract intelligence platform turned legal bottlenecks into business wins. 

Legal and finance departments are overwhelmed by a vast array of contracts, agreements, and regulatory documents spread across multiple repositories. While the average enterprise manages thousands of active contracts worth millions in obligations, most of them still rely on manual processes to track expiration dates, extract key terms, and generate compliance reports. Their reactive approach is costly for businesses, as it depends on manual document processing, and higly prone to errors. According to the 2024 In-House Legal Technology Report, 70% of respondents (over 300 in-house legal professionals across the United States, Australia, and the United Kingdom) reported spending more than an hour per day switching between systems or handling administrative or manual tasks.  

We built on AROBS’s proven expertise in enterprise software development, enhanced with AI. Unlike traditional document storage systems that function as passive repositories, this is an agentic AI solution that proactively analyzes, monitors, and acts on your legal documents. It integrates with existing SharePoint infrastructures, automatically categorises contracts by type and purpose, extracts all relevant metadata, responds to natural language queries about specific agreements, and generates reports on a wide range of topics, including expiration tracking and comparative clause analysis. The system indexs, lists and understands documents, providing instant answers to questions like “When does our contract with Supplier X expire?” or “Which agreements require renewal in Q2?” 

The strategic and financial advantages of implementing our solution are transformative. For finance teams managing vendor agreements, legal departments tracking regulatory requirements, and HR teams overseeing employment contracts and non-solicitation agreements, it scales intelligent document management without additional headcount.  

The AI agent is poised to support mid-size enterprises facing similar operational inefficiencies. With role-based access controls the platform transforms how organizations interact with their business documents, turning passive repositories into proactive business intelligence systems that anticipate needs, prevent risks, give instant access to information, and drive informed decision-making. 

The Client 

A large, publicly listed technology company with strict governance, compliance, and security requirements. Their legal and finance teams handle thousands of contracts and agreements worth millions, yet struggled to keep pace with manual processes. 

The Challenge 

The client’s legal department was stumbling over fragmented document management processes that impacted operational efficiency and created unnecessary risks.  

Key pain points included: 

• Scattered Information: Critical contracts and agreements were distributed across multiple SharePoint sites with no centralized visibility, making document discovery time-consuming and inclined to err. 

• Manual Tracking: Contract expiration dates, renewal requirements, and compliance deadlines were tracked manually through spreadsheets. 

• Duplicate Management: The same contracts were often uploaded multiple times by different team members with varying file names, creating confusion and control issues. 

• Limited Reporting: Generating reports on contract status, supplier relationships, or compliance metrics required hours of manual compilation. 

• Reactive Approach: Teams could only respond to document-related queries reactively, with no proactive alerts for upcoming deadlines or renewal opportunities. 

• Cross-Departmental Inefficiency: Finance, legal, and HR teams each kept separate document workflows with limited visibility into each other’s contract landscapes 

The Solution 

The AROBS development team approached this challenge by designing an AI-powered document intelligence platform that transforms passive document storage into an intelligent, proactive business tool.  

The solution strategy focused on: 

• Intelligent Integration: Rather than replacing existing SharePoint infrastructure, it connects multiple data sources for a unified view while preserving existing workflows and permissions. 

• AI-Powered Analysis: With advanced natural language processing and machine learning algorithms, the agent categorizes documents, extracts key metadata (parties, dates, terms, obligations), and understands document relationships and dependencies. 

• Proactive Intelligence: The system continually monitors document portfolios, delivering automated alerts for upcoming expirations, generating compliance reports, and answering specific queries like “When does our contract with Supplier X expire?” without manual intervention. 

• User-Centric Design: Built with a minimal, intuitive interface that allows non-technical users to access powerful AI capabilities through natural language queries and automated report generation. 

The development approach was agile, following our MVP in a Month approach https://arobs.com/transform-your-business-with-ai-powered-poc-mvp-development-services/, with close collaboration between clients’ stakeholders and the technical development team, ensuring real-world usability and immediate business value. 

Technologies 

The solution is built as a modular, microservices-based platform designed for enterprise-scale document workflows, ensuring scalability, security, and seamless integration with existing business systems. 

AI & Machine Learning: 

• Azure OpenAI Services for advanced natural language processing and document understanding 

• LangGraph with ReAct Agent for intelligent reasoning and context-aware document search 

• Weaviate Vector Database for semantic search capabilities, enabling natural language queries across large document repositories 

Backend Architecture: 

• Microservices architecture for modular, independently scalable components 

• MongoDB for conversation management, and account configuration 

• RESTful APIs for seamless system integration 

Integration & Security: 

• Microsoft SharePoint API for automated document ingestion and synchronization 

• Enterprise authentication with secure access control and role-based permissions 

• Azure Cloud Infrastructure for reliable, scalable hosting 

Document Processing: 

• Automated document parsing supporting multiple file formats (PDF, Word) 

• Metadata extraction for key contract terms, dates, and obligations 

• Real-time document indexing for instant search and retrieval 

This modern tech stack ensures the solution delivers enterprise-grade performance, security, and AI-powered intelligence while integrating seamlessly with Microsoft ecosystem tools already used across the organization. 

The Results

• The Agentic AI delivered measurable improvements from day one, such as: 
• Zero missed renewals since day one of lauching thanks to automated tracking 
• Faster decisions with real-time access to contract insights and obligations 
• Many hours saved weekly on reporting through instant, standardized dashboards 
• Reduced risk exposure with proactive compliance monitoring 
• Cross-team visibility that eliminated communication silos between legal, finance, and HR 

The platform not only streamlined current legal operations but also provided a scalable basis for future growth, comprehensively aligned with enterprise governance and security standards. 

The Business Benefits 

The implementation of the solution delivered business and operational improvements across multiple dimensions: 

• Operational Efficiency: reduction in time spent searching for contract information, automation of routine reporting tasks that previously required manual compilation 

• Risk Mitigation: zero missed contract renewals since implementation through automated expiration tracking, complete visibility into signature status 

• Real-time insights into resource allocation, subcontractor relationships, and project dependencies 

• Standardized reporting that provides consistent metrics across different document types and business units 

• Scalability & Future-Proofing: Multi-source integration capability, role-based access control, API-first architecture enabling integration with future business systems. 

Why This Matters 

With our solution, the client didn’t just clean up contract management; they gained a competitive edge. What used to be a bunch of scattered files and manual spreadsheets is now a single source of facts that delivers instant insights, proactive alerts, and high efficiency gains. 

For the client, this means: 

• Faster business decisions backed by real-time contract intelligence 
• Diminished risk exposure with zero missed renewals or compliance gaps 
• Complete control with total visibility and accountability 

For AROBS, this project showcases the strength of our AI-powered software development: turning complex, manual workflows into scalable systems that drive growth and resilience. It cements our role as a trusted innovation partner, helping enterprises move from reactive operations to proactive, data-driven advantage.