"Before we had SpotDraft, auto renewals for vendors were extremely chaotic and they were missed all the time. We lost money on several occasions, I can't even think of one because there were so many."
— Lizzy Gagan, Senior Legal Counsel, Beamery
The Problem
Beamery's legal team ran on a patchwork of spreadsheets, emails, and G Drive folders. Contracts were stored, but never really managed. Vendor renewals slipped through constantly — sometimes locking the company into tools nobody was using anymore. The InfoSec team had their own separate Excel questionnaire for new vendors. Legal had their own set of follow-up questions. Business users were answering the same questions twice, in two different places, with none of the answers saved anywhere useful.
It wasn't just inefficient. It was expensive. What Beamery really needed was a CLM that plugged into how they already worked, not one that created a new process to manage.
What Changed
Beamery embedded SpotDraft across their contracting workflow — from vendor intake to contract storage. Here's what that looks like in practice:
- Intake & vendor onboarding One form, embedded directly into their procurement workflow, replaced a fragmented back-and-forth between Legal and InfoSec. Business users fill it out once when raising a PO — and both teams get everything they need, saved in one place, permanently.
- Contract repository & AI metadata extraction Executed contracts live in SpotDraft, not scattered across G Drive. AI pulls key metadata automatically on upload — no spreadsheets, no manual entry, no chasing.
- Renewal management Automated alerts go to both Legal and the business owner ahead of every vendor renewal. Two people on the hook means nothing gets missed — and no more money lost to auto-renewals for tools nobody's using.
The Results
Renewals are no longer missed. Dual email alerts go to Lizzie and the relevant business owner ahead of every vendor renewal.
Context-driven reviews, every time. Every review comes pre-loaded with supplier context — what the tool does, who's using it, what data it touches. Faster reviews, better decisions.
Self-serve answers for the whole business. Want to know if a vendor has auto-renewal clauses? Whether they've been approved for AI use? SpotDraft's pre-built filters let anyone find the answer in seconds — no need to ping Legal.
Less admin. More meaningful work. AI metadata extraction, consolidated intake, automated alerts — the cumulative effect is a legal function that runs faster and costs less to operate.
"With AI Metadata, it’s quicker because all the answers I need are in one place. It's just all-round quicker."
— Lizzy Gagan, Senior Legal Counsel, Beamery
