Yubo

The challenge

In a fast-growing startup like Yubo means carrying out both very interesting, high-value tasks as well as the necessary but lower value, routine tasks.

Among the latter, the management of day-to-day or small contracts is extremely time-consuming. Despite the content being similar and not very complex, it requires several unavoidable steps: drafting the contract, monitoring it and archiving it. When everything is done manually, this causes problems on several levels.

On the one hand, the management of contracts remains a heavy workload with no real added value. Thomas Bellaïche, Senior Legal Counsel at Yubo, estimates that he used to spend at least 2.5 hours a week on basic contract management issues (such as fulfilling a repository and archiving contracts), which was a bit of a frustration and felt like a waste of time when compared to Yubo's other legal issues.

On the other hand, a lack of visibility over contract data is a reality that all lawyers experience. Not to mention, the back and forth with operational staff to validate the contract and the scattered exchanges of information to find out the situation on the ground makes real-time monitoring a difficult objective to achieve.

The solution

The priority was to find a solution that removes or reduces essential tasks that had little added value, such as completing existing templates, monitoring deadlines and archiving contracts. Faced with this contract management problem, Thomas knew he needed to automate some of his contractual processes.

After a precise benchmarking on the price and functionalities of solutions on the market, Thomas selected the tool that best matched his priorities:

👉 the implementation of a contract database accessible to operational staff;

👉 optimize archiving;

👉 provide easy to use templates to operational staff;

👉 real-time monitoring of deadlines;

👉 the flexibility of pricing in relation to its needs;

👉 an evolution of the product that offered good prospects for Yubo.

How Yubo use Tomorro

The operational teams who use Tomorro at Yubo are generally teams who work with external content creators or who have relationships with influencers. It is, therefore, the marketing team that most often needs service or partnership contracts.

Typically, this generates an average of fifteen small contracts per week, the processing of which requires repetitive actions. This includes editing the contract, sending it to the operational staff who deal with the back and forth with the contracting party for signature, recovering the signed contract, checking that everything is in place, archiving the contract and the repository, etc.

So, for the operational staff, implementing Tomorro has had real added value as they no longer have to wait for the legal department's validation to begin work with the service providers or influencers. A pre-approved model is at their disposal, helping to streamline the process, thus saving time and improving the relationship with external parties. The filling process is explained to them and they only have to define a few pieces of information to finalize the contract. For Thomas, if all the recommendations are followed, everyone benefits from the "presumption that everything has been done well".

For Guillaume Michel, Yubo's Social and Influencer Lead, "it makes the process with the legal department smoother and faster". Since implementing Tomorro, they have been able to avoid endless emails and shorten the process.

As for external relationships, the use of an electronic signature also simplifies exchanges. There is no longer any need to write on a Word document, export it to Google Doc, send it, wait for the other party's signature and then extract it as a PDF to send it back to everyone. Now, with Tomorro, this heavily administrative part disappears as all parties work in the same, centralized space. Everything can be signed and filed in a few clicks.

This collective effort to work on contract management is paying off on the ground too. Tasks can be done immediately thanks to the empowerment of the teams through self-serve contracts and ease of use; ultimately, improving productivity and the flow of revenue across the business.

The impact of Tomorro

First of all, the time saved is enormous with each lawyer saving about 2.5 hours per week on contract management. Therefore, this time saved can be allocated to more strategic matters, such as work on the product roadmap or compliance.

The operational staff also experience significant time saved. Standard templates to be filled in, pre-established by the legal department, are permanently at their disposal and the automatic storage of contracts in the same place removes an administrative burden.

The sharing of information is also a source of productivity. With a shared contract library and workspace, documents no longer get lost in email inboxes or on someone's desktop. It is now very easy to find and use the right data at your fingertips.

With a management solution that centralizes all contracts, everyone can have the same level of knowledge thanks to :

👉 visibility on all contracts;

👉 real-time monitoring of the life of contracts (drafting, signing, execution)

👉 automatic and centralized archiving.

Finally, Tomorro is a good compromise for the lawyer who has to find a balance between empowering the teams in the field and controlling the contractual process in its entirety. Tomorro's functionalities give autonomy to the operational teams but the legal department retains control and sets the boundaries for their room for maneuver.

It is a tool adapted to the challenges of a growing startup that encourages team involvement and facilitates the legal culture of the company. With a tool such as Tomorro, the lawyer becomes more progressive and is positioned as a facilitator, even as a business accelerator.

Key takeaways

1️⃣ Automating your contract management saves time for the legal department, which can then shift the focus to more strategic tasks.

2️⃣ Implementing a solution with automated templates requires a clear explanation of how to fill in the information (from Legal to operational teams).

3️⃣ Making operational staff autonomous is a performance lever for the company, provided that everyone follows the recommendations of the legal department.

4️⃣ Centralizing the drafting, signing and monitoring of contracts on a single platform provides undeniable legal security.

5️⃣ Adopting a tool such as Tomorro requires a good knowledge of the company and an open-mindedness towards other professions.

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