You have dozens of contracts on file. Cleaning contracts as scanned PDFs, maintenance contracts in Word, SLA appendices living somewhere in a mailbox. Every contract you enter into your register by hand costs you 45 minutes. Sometimes more. And even then you cannot be certain you captured all the relevant fields. AI contract management solves exactly this: KAIA, the AI module in GRIP, reads your contract documents and structures the core data automatically. No retyping, no missed indexation clauses.
Why manual entry is a structural problem
A contract manager with 50 active contracts spends a considerable amount of time registering contract data by hand. Organisations that use GRIP report that the entry work per contract runs to three quarters of an hour or more. Multiply that by every new contract, every renewal and every appendix that gets amended.
The reality is that contracts get renewed, amended and supplemented. Every change means updating by hand. Meanwhile your register no longer matches reality. Renewal dates slip through. Indexation clauses only come to light once the invoice is already too high. Two colleagues have registered the same contract differently.
This is not an organisational problem. It is a process design problem. Retyping by hand is error-prone by definition, no matter how carefully you work.
What AI contract management does, and what it does not
AI extraction is not the same as AI generation. KAIA writes nothing. KAIA does not generate contract text and does not give legal advice. What KAIA does: it reads an existing document and recognises the structure.
An indexation clause on page 23 of a 40-page cleaning contract gets recognised, read out and proposed as an entry field. You check whether the extraction is correct and confirm it. The interpretation remains human work. Whether that indexation clause is favourable for your organisation is for you to decide. Not the AI.
That honest account is precisely why AI contract management works in practice: it takes over the entry work, not the responsibility.
How KAIA processes a contract document
The process is transparent and consists of four steps:
- Upload: you load a PDF or Word document into GRIP. This can be a new contract, but also an existing document from your archive.
- Extraction: KAIA reads the document and recognises the core fields. No black box: you see which fields were found and on the basis of which text.
- Review: the proposed values are presented to you. You adjust where needed and confirm what is correct.
- Activation: the data sits in GRIP. Not in a PDF stored somewhere on a drive, but as working contract data with alerts, actions and dashboards.
For scanned PDFs there is an extra step: KAIA uses OCR to make the text legible first. The quality of the scan partly determines the accuracy of the extraction. With poor scans, manual review matters all the more.
Which fields KAIA recognises in FM contracts
KAIA is trained specifically on the structure of outsourced service contracts. Generic AI tools recognise terms and party names. KAIA also recognises the fields that really count for an FM manager or contract manager:
- Term and start date
- Renewal option and period
- Notice period
- Indexation mechanism and reference date
- SLA agreements and performance indicators
- Invoicing frequency and payment term
- Contact persons on the supplier side
- Special provisions such as penalty clauses or audit rights
These are precisely the fields that are most often missing or out of date in a manual register. Not because contract managers work carelessly, but because they simply do not have the time for it.
You can read more about how GRIP supports the full contract cycle on the page about smart digitalisation with AI.
From extracted data to working AI contract management
KAIA is the entry point. GRIP is the environment where the data then works for you. Once a contract has been extracted and confirmed, the data is active:
- Expiry dates and notice periods generate alerts automatically
- Indexation clauses are monitored and linked to the financial dashboard
- SLA agreements are visible in the contract dashboard and connect to quality measurements
- Actions and recurring tasks are created based on contract agreements
The time saved on contract administration does not come only from removing the retyping. It also comes from removing the search time. No more hunting for which version of a contract is the valid one. No more manually checking whether a renewal date is approaching. No more digging up what the indexation agreement was again.
For organisations that want to digitalise their existing contract archive, this is the most immediate argument. Eighty contracts that now sit on a drive as PDFs can be read in and structured one by one. Without weeks of manual work.
GRIP is ISO 27001 certified. Contract documents are processed within the EU. For IT managers and compliance officers who want to know where the documents go: the processing meets the requirements you may expect of a business SaaS environment. You can read more about the background of AI in GRIP in the article how AI gives the leading role back to the contract manager.
Want to see how KAIA processes your contract documents? Book a demo and watch it live using one of your own contracts.