Volody’s AI-powered contract management software changed the way the Boys & Girls Club of San Francisco (BGCSF) handled their contracts. With Volody’s AI CLM, they were able to move past simple contract signing and gain full control over their contract data. This allowed them to manage contracts more efficiently, easily access key information, and create valuable reports—all while saving time and improving their workflow. Read on to see how Volody’s AI CLM helped make contract management simpler and smarter for their team.
Meet the Client: Boys & Girls Club of San Francisco
The Boys & Girls Club of San Francisco (BGCSF) has been a cornerstone of youth development in the Bay Area, providing young people with opportunities to succeed. However, as a large organization managing a variety of contracts with schools, local governments, and vendors, BGCSF faced a big challenge—its contract management process was slow, inefficient, and outdated. That’s when they turned to Volody’s AI CLM software, and the results were game-changing.
In this blog, we’ll explore the problems BGCSF faced, how Volody’s AI CLM software solved them, and the positive impact it had on the organization.
The Challenge: Struggles with Contract Management
BGCSF operates across San Francisco, working with a range of partners and vendors. With so many contracts to manage, BGCSF needed to stay on top of them. But their previous approach to contract management wasn’t up to the task. Here’s what BGCSF was dealing with before implementing Volody’s AI CLM software:
1. Manual and Disorganized Processes
BGCSF’s contract management was mostly done by hand. Contracts, including Memorandum of Understanding (MOUs) and amendments, were handled by different departments and stored in various locations. This made it difficult to find the right documents when needed. It was also easy for things to slip through the cracks since there wasn’t a central place to keep track of everything. Keeping track of contract updates and ensuring the most current version was being used was a constant challenge.
2. No Automated Reminders
Another major hurdle for BGCSF was that they didn’t have automated reminders for important contract dates, like renewals or payment deadlines. Without these reminders, it was up to team members to manually track these dates, which often led to missed deadlines. This could have serious consequences, such as missed opportunities to renew contracts or penalties for late payments.
3. Lack of Visibility Before Signing Contracts
BGCSF also faced challenges in the early stages of contract management. The process of creating, reviewing, and approving contracts was manual and disorganized. Documents had to be passed around between different people, and BGCSF’s team struggled to keep track of where each contract stood in the approval process. This made it hard to know when a contract would be ready to sign, causing delays in getting agreements executed on time.
The Solution: Volody’s AI CLM Software
To tackle these issues, BGCSF turned to Volody’s AI CLM software. The platform is designed to streamline and automate the entire contract management process, making it easier to create, store, track, and manage contracts from start to finish. Here’s how Volody helped BGCSF overcome its challenges:
1. Easier Contract Creation and Approvals
One of the first benefits BGCSF saw was the automation of contract creation and approval workflows. Instead of manually drafting contracts from scratch, BGCSF could use pre-built templates, ensuring consistency and compliance. The approval process was also automated, so contracts were routed to the right people for review and approval without having to pass documents back and forth. This speeded up the entire process and reduced delays.
2. Centralized Contract Storage
Volody’s AI CLM software gave BGCSF a single, secure place to store all of its contracts, including MOUs and amendments. This made it much easier for BGCSF’s team to access and manage contracts. No more searching through different departments or files for the right contract! Plus, with version control, everyone worked from the most up-to-date version, so mistakes from using outdated documents were avoided.
3. Automated Reminders and Alerts
Volody’s AI CLM software also included automated reminders for important contract dates. BGCSF no longer had to rely on manual tracking to remember when contracts needed to be renewed or when payments were due. The system automatically sends alerts to remind the team of these deadlines, reducing the risk of missed dates and penalties. This gave BGCSF peace of mind knowing that nothing would be overlooked.
4. Better Visibility and Control Over Contracts
With Volody’s AI CLM, BGCSF gained greater visibility into its entire contract portfolio. The software made it easy to track where each contract was in its lifecycle—whether it was still in review, ready for signature, or coming up for renewal. BGCSF’s team could see real-time updates on every contract, ensuring that they were always on top of what needed to be done next. This transparency helped BGCSF stay organized and efficient.
The Results: A Transformed Contract Management Process
Once BGCSF implemented Volody’s AI CLM software, the changes were dramatic. Here’s a look at the key improvements BGCSF experienced:
1. Increased Efficiency
With automated workflows and reminders, BGCSF’s contract management process became much faster. Tasks that once took hours or days to complete, like drafting and reviewing contracts, were now done in much less time. This allowed BGCSF’s team to focus on what mattered most—helping young people. By cutting down on the time spent on manual tasks, BGCSF was able to boost its efficiency significantly.
2. Improved Accuracy and Compliance
Volody’s AI CLM software helped BGCSF improve the accuracy of its contract management. With all contracts stored in one central place and automated reminders in place, the risk of making errors or missing deadlines was reduced. BGCSF was able to stay on top of key dates and obligations, ensuring that contracts were executed on time and in compliance with all terms. This not only helped BGCSF avoid penalties but also helped build stronger, more reliable relationships with partners.
3. More Control and Better Visibility
Volody’s AI CLM software gave BGCSF complete visibility into its contracts. With real-time updates on contract statuses, BGCSF’s team always knew exactly where things stood. Whether a contract was in the approval process, awaiting signatures, or ready for renewal, the team could track it easily. This gave BGCSF more control over its contracts and helped avoid bottlenecks and delays.
4. Risk Reduction and Cost Savings
The introduction of automated alerts and a central repository for contracts helped BGCSF reduce risks related to missed deadlines and non-compliance. With reminders in place, BGCSF was less likely to miss critical dates, and with everything stored in one secure location, the risk of losing important documents was eliminated. These improvements helped BGCSF save both time and money, as they no longer needed to spend hours tracking contracts manually or dealing with the consequences of missed deadlines.
Conclusion: A Smarter Way to Manage Contracts
With Volody’s AI CLM software, the Boys & Girls Club of San Francisco was able to completely transform how it managed contracts. The new system helped BGCSF create, store, track, and manage contracts more efficiently, reducing risks and improving accuracy. Thanks to automated workflows and reminders, BGCSF could focus more on its mission of supporting youth rather than being bogged down by administrative tasks.
If your organization is facing similar challenges with managing contracts—whether it’s dealing with missed deadlines, disorganized processes, or manual workflows — Volody’s AI CLM software could be the solution you need. With its automated tools, centralized repository, and real-time tracking, Volody’s AI CLM makes contract management easier, faster, and more efficient.
Ready to simplify your contract management process? Volody’s AI CLM software can help your organization stay on track, reduce risks, and save time—just like it did for BGCSF.
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