Contract Management Services

Get the full value from every contract you sign, from day one to renewal or exit.

Our contract management services help UK organisations make sure every contract delivers what was promised once it is signed. We track obligations, manage compliance and performance, control changes and prepare for renewal or exit, for customer and supplier contracts alike. For Johnson Matthey, we put a best-practice supplier management framework in place and secured £2m in savings with key IT suppliers. Book a consultation to talk through your contracts.

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What is contract management?

Contract management is the oversight of agreements made with customers, suppliers and partners. It covers every phase of the contract lifecycle, including revisions, updates and preparation for renewal. It makes sure all parties meet their obligations, from delivering goods and services to processing payments.

Good contract management also means extracting and recording contract metadata, such as key dates, values, parties and terms. This is vital for staying compliant and making sure reviews happen on time.

Getting the most value from your contracts

Contracts are central to how a business runs. But it is hard to keep track of every detail, especially as business needs change. Procurement and service delivery teams need to work together: delivery teams bring subject expertise that complements procurement's skills. Our contract management services help you make sure commitments are met and that contracts adapt to changing conditions, using service level agreements to keep services at the agreed standard.

Contract management and commercial management overlap but are not the same. Contract management works at the level of each contract. Commercial management works across your whole portfolio, covering pricing, profit and risk.

What's included in our contract management services

With over a decade of experience, we help businesses manage their contracts efficiently, get the outcomes they expect and reduce risk. Managing the contract lifecycle well keeps you informed about every phase, including revisions, updates and renewals. By extracting and recording contract metadata, we help you stay compliant, reduce risk and run more efficiently.

Obligation management

We make sure both parties meet their commitments, with a focus on on-time delivery and clear obligation tracking. On complex contracts, we build a contract obligations matrix that sets out who does what, when and with what evidence.

Compliance and audit

We oversee contract activity regularly, schedule audits and deal with compliance issues before they become problems.

Contract amendments and variations

We keep an open dialogue on changes, document every amendment and make sure the contract stays legally sound after each change. Where the terms themselves need to be re-agreed, our contract negotiation support can help.

Performance monitoring

We assess deliverables often, push for continuous improvement and set clear performance measures, including KPIs and service level agreements.

Contract renewals or termination

We evaluate each contract for renewal or termination against clear criteria, and put transition plans in place.

Document and record keeping

We use secure tools to store contracts and records, keeping them accessible to authorised staff only.

Risk management

We assess risks regularly, plan how to deal with them and prepare for unexpected events.

Contract financial control

We track charges, invoices, payment milestones and price changes against the contract. For full profit and loss reporting on each contract, see our contract financial management service.

Contract mobilisation and contract management plans

When a new contract is signed, we help you mobilise it and write a contract management plan setting out key actions, deliverables, governance and risk mitigation.

Not sure which contracts need attention first? Book a consultation and we will help you prioritise.

How we work

Our contract management support follows five steps. Each step has a clear output.

1. Review your contracts. We gather your contracts and supporting documents, extract key metadata and assess contractual risk. Output: contract register and risk assessment.
2. Map obligations and responsibilities. We set out every obligation for both parties, with owners, deadlines and evidence needed. Output: obligations matrix.
3. Set up governance and controls. We agree KPIs, reporting, change control and review meetings, and write them into a contract management plan. Output: contract management plan.
4. Manage performance and compliance. We monitor delivery, run audits, manage changes and report to stakeholders, either alongside your team or on your behalf. Output: regular contract performance reports.
5. Prepare for renewal or exit. Well before the end date, we assess performance and options and plan the transition. Output: renewal or exit recommendation and transition plan.

Contract lifecycle management

The stages from start to finish

Contract lifecycle management (CLM) is the process of overseeing contracts from start to finish. It makes sure every stage of a contract's life is managed carefully to reduce risk, maximise value and meet every contractual obligation.

The stages of CLM are:

1. Contract creation. Drafting contract templates, clauses and terms so they meet the organisation's needs and comply with relevant laws and regulations. Standard contract templates are especially useful here.
2. Agreeing terms. The terms are discussed with the other party until both sides reach an acceptable agreement. Doing this well sets clear expectations and helps avoid disputes later.
3. Contract execution. Once the terms are agreed, the contract is signed and becomes legally binding. This marks the start of the contract's active life.
4. Contract performance. The focus moves to monitoring and managing performance so both parties meet their obligations. Key performance indicators (KPIs) are often used to track progress.
5. Contract renewal or termination. As the contract nears its end, you decide whether to renew or end it, based on how the contract has performed and what the business now needs.

Good CLM needs a structured approach, clear communication and collaboration between everyone involved. By understanding and managing each stage, organisations can make sure their contracts deliver full value and stay compliant.

Contract management software

Using technology to manage contracts efficiently

Contract management software (CMS) streamlines and automates the contract management process. It helps organisations manage contracts efficiently, reduce risk and improve compliance.

CMS offers four main benefits:

1. Central contract repository. One platform to store and manage all contracts, making contract information easier to find and track. This improves visibility and control.
2. Automated workflows. Automatic workflows and reminders make sure contracts are properly signed, monitored and renewed. This reduces human error and keeps contract management on time.
3. Contract analytics. Reporting and analytics show how contracts are performing, so you can find areas to improve and make decisions based on data.
4. Collaboration tools. Built-in tools help everyone involved in a contract communicate and coordinate, so everyone works from the same information.

When choosing a CMS, consider scalability, customisation, integration with your existing systems and how easily staff will adopt it. Through our partner ISPnext, we can provide contract management software that includes obligations tracking.

Contract administration and reporting

Effective oversight and communication

Contract administration and reporting are key parts of contract management. They make sure contracts are properly administered and that stakeholders know how contracts are performing and about any issues.

Good contract administration involves:

1. Contract monitoring. Regularly checking performance so both parties meet their obligations. This helps you spot and fix issues before they grow.
2. Contract reporting. Giving stakeholders regular reports on performance, issues and concerns, so everyone has a clear and current picture.
3. Contract compliance. Making sure contracts comply with relevant laws, regulations and internal policies, through regular audits and reviews.
4. Contract communication. Communicating clearly and consistently with contract managers, suppliers and customers to manage expectations and resolve disputes.

Contract reporting gives insight into performance, including:

1. Contract metrics. Tracking KPIs such as contract value, duration and renewal rates, to judge how well the contract is working and where it can improve.
2. Contract risks. Identifying and reducing risks such as non-compliance or disputes. Managing risk early protects the contract.
3. Contract opportunities. Finding ways to improve performance, such as revisiting terms or strengthening supplier relationships, so you get more value from the contract.

With strong administration and reporting, organisations reduce risk, increase value and improve contract performance. All parties meet their obligations and the organisation meets its goals.

Proof: results from our contract management work

£2m in savings and stronger supplier management for Johnson Matthey

Johnson Matthey faced challenges managing supplier relationships, securing cost-efficient contracts with key IT suppliers and overseeing a high-value cyber security project. We worked with their procurement and IT teams, led discussions with Dell, Cisco and IT software providers, and led procurement for a £40m cyber security project. - Result: £2m in cost savings, plus a best-practice framework and tools for sustainable supplier performance management. - Read the Johnson Matthey case study

£250k in savings and a central contract database for Block Solutions

Block Solutions needed to find supplier savings and improve contract management. We analysed their supplier agreements and built a central database of supplier contracts, with a schedule of goods and services and a summary of key commercial terms. - Result: £250k in immediate savings, with a further £1m in potential savings identified. - Read the Block Solutions savings case study

More contract management results

• Contract management plan delivered for Block Solutions, including a contractual risk assessment and a complex obligations matrix.
• £9m saved through a revised contract model for Fujitsu, after we mobilised a newly signed contract.
• £40m supplier contracts secured for Serco's bike scheme.

Our own framework credentials

We hold public sector contracts ourselves, so we manage contracts under the same rules as our clients. - G-Cloud 14 – Athena secures a place on G-Cloud 14 - DOS 7 (Digital Outcomes and Specialists), Lots 1 and 3 – Athena awarded a place on DOS 7

Sectors we support

Defence

Defence contracts carry strict compliance, security and reporting requirements, often passed down through several tiers of suppliers. Our team holds Security Check (SC) clearance. We have aligned subcontract obligations with prime contract requirements on defence work, including a £3m contract with Babcock International.

NHS and health

NHS contracts must show demonstrable compliance on data protection, quality and service levels, with a clear audit trail. We help suppliers and health bodies keep obligations, KPIs and evidence in order so contracts stand up to audit.

Construction

Construction contracts involve many parties, staged payments and frequent variations. We help you control changes, track obligations and keep records that protect your position. We have drafted an NEC3 contract for a £30m broadband project and trained the client's team to manage it.

Technology

Technology contracts change quickly, with licences, service levels and integration dependencies to manage. We help IT buyers and suppliers keep service levels, renewals and change control under control. See also how contract management software reduces risk and drives performance.

Getting the full value from contract management

Good contract management is not just about creating a contract. It is about getting full value from it. Through compliance, performance monitoring, risk management and the right contract management software, your business can make the most of every agreement. We can help you manage the complexity, so your contracts stay flexible, compliant and beneficial.