The key to growth and scalability at Advania is full control over customer contracts

Advania Denmark is a rapidly growing IT provider with ambitious growth targets. With a large number of customer contracts and a fast-paced everyday operation, the company needed a system that could provide overview, structure, and assurance.

– For us, it was crucial to establish a scalable system for contract management that was not dependent on individuals. We wanted to structure our data and centralise our contracts to gain better visibility, increase internal efficiency, and ensure continuity, says Gro Arnesen-Nyhus, Chief Operations Officer at Advania Denmark.

The challenge: Many contracts and lack of structure

Advania Denmark delivers, among other things, operations, support, and hosting to companies in the Danish market. The company is part of the Northern European Advania Group and has experienced strong growth, including through acquisitions. The Danish business consists of three merged companies, which has created process complexity and the need for a unified system.

– At Advania, we handle a large number of customer and supplier agreements, and to ensure high quality and good visibility, a solid structure is essential. As part of Advania’s growth and the merger of three companies, we have had the opportunity to rethink and strengthen our contract management, explains Charlotte Pedersen, Business Process Manager at Advania, and continues:

– Previously, the three companies worked with different processes for contract registration, and we needed common guidelines to ensure consistency and overview. This formed the foundation for the updated Complete Control setup.

“Now, we have dedicated people from each department who register contracts according to common guidelines. This has given us full visibility, transparency, and a database that is ready for growth.”

Gro Arnesen-Nyhus

Chief Operations Officer

The solution: A new, scalable database built for growth

With support from House of Control and their Customer Success Manager, Advania rebuilt its database from the ground up.

– We started from scratch and implemented a new structure. Now, we have dedicated people from each department who register contracts according to common guidelines. This has given us full visibility, transparency, and a database that is ready for growth, explains Gro.

Both Gro and Charlotte were familiar with Complete Control from previous employers and knew that the user value could be significant — and essential for a growing company that needs scalable tools.

– We now have clear roles and permissions across departments, and the system sends automatic notifications well in advance of a contract’s expiry date.

“Implementing the new database has (...) provided better visibility, reduced complexity, and made it quick and easy to find the necessary information.”

Charlotte Pedersen

Business Process Manager

The effect: Structure and improved workflows

– Implementing the new database has had a major positive impact on us. It has provided better visibility, reduced complexity, and made it quick and easy to find the necessary information. We save time, and at the same time we have greater confidence that contracts are followed up on time, says Charlotte.

Gro highlights the dashboard and notifications as some of the features she appreciates most:

– I can quickly see which contracts are about to expire. It provides peace of mind. We no longer need manual follow-ups, as the system automatically notifies the responsible employee.

Complete Control is simply an important part of the group’s growth strategy.

– As we grow through acquisitions and organic expansion, we need systems that can scale. Now we have that. We can easily add new companies and departments into the structure. It creates assurance in daily operations and control in acquisition processes, says Gro.

Favourite features: Overview and flexibility

Among the functions Charlotte and Gro use the most, they mention the following:

• Filtering and access per department

• Notifications before expiry

• Overview of contract types and status

• Structured categorisation by contract type (e.g. DPA, NDA, operations)

– It makes sense for each user and creates visibility across the team. Now each employee sees only the contracts relevant to their department, says Charlotte.

Excellent support – and smart guides

She also highlights a newer feature she is particularly pleased with:

– I really appreciate the guide now built into the system. When you click on the question mark in a contract, you’re guided step by step through the process of creating a new agreement. It makes it much easier for new users to get started and saves us a lot of internal time, says Charlotte.

She explains that Advania’s users often think visually and value simple explanations and guidance within the system:

– I have personally created some visual process descriptions that we use internally, but it’s great that House of Control also offers this type of guide. If we are to succeed in scaling usage even further, this is worth its weight in gold.

A successful and effective collaboration with House of Control

Advania has been especially satisfied with the follow-up from their CSM, Simon Søgaard-Pedersen:

– He has been incredibly helpful and patient. He has scheduled meetings, responded quickly, and guided us through the entire process. He understands our needs and provides excellent solution suggestions, says Charlotte.

– What makes the difference is that it’s not just “here’s the system, good luck”. House of Control has been there all the way – including when we decided to rebuild the database from scratch, says Gro.