This is how an airline gained full control of all contracts and cut unnecessary costs

As Head of Procurement, Peter is responsible for all procurement in Jettime (except aircraft leasing). This also includes following up on a large number of agreements with suppliers and partners. On the legal side, Legal Manager Emily Lundqvist Mikkelsen handles everything from contracts and GDPR to other legal tasks. When Jettime reopened after the pandemic, the company lacked an in-house lawyer and many contracts ended up with the purchasing department.

“The most important thing for us is to have a full overview of our contracts, so we avoid duplicating the same deliveries or missing important deadlines. In addition, each department must be able to see and follow up their own agreements. This gives ownership and removes personal dependency,” says Peter Orssten.

“Previously, all contracts were stored in a folder on Peter's PC. This created a bottleneck that made it difficult and inaccessible for others in the organization to make informed decisions – sometimes at short notice,” Emily explains.

The lack of a common system made Jettime vulnerable, both in terms of staff dependency and potential errors. Contracts could expire or be renewed automatically and, in the worst case, they risked entering into a new agreement or ordering a new service without having canceled the old one.

Such double handling would lead to unnecessary costs and extra work. It became clear that Jettime needed a better contract management solution.

“We had meetings with several suppliers, but chose House of Control because we thought it was the best and most intuitive system,” says Peter.

The implementation took place in close collaboration with House of Control. With the support of their Customer Success Manager, Simon Søgaard-Pedersen, Jettime got to work building a common contract database.

“We took the time to enter all the agreements and define who is responsible for each contract. At the same time, we involved the managers in each department to ensure that everyone had ownership of their own contracts,” says Emily.

To date, Jettime has registered around 180-190 contracts in the system, and the number is constantly increasing. As more contracts are identified and entered, they expect to reach over 250 active contracts.

Jettime is already noticing a big difference in everyday life.

“It's a huge relief. There is no more searching for contracts in folders or local files. We save time, and we have far greater certainty that agreements are followed up on time. We can use the time we save on case management and other tasks,” says Emily.

With all contracts gathered in one place and a clear division of responsibilities, they avoid the uncertainty that used to come with person-dependent routines. Each department can log in and view their own contracts, which increases ownership and frees up time for Peter and Emily to focus on their core tasks.

“I immediately see which contracts are about to expire and the system automatically notifies the person in charge. That gives me peace of mind. It means that Jettime avoids expensive surprises, such as overlapping agreements or services we no longer need,” says Peter.