HP Puts Contract Data at Procurement's Fingertips with Icertis

Challenge

Limited Visibility into Supplier Contracts Slowed Decision‑Making

HP Inc. delivers innovative and AI-powered devices, software, services and subscriptions to customers worldwide. During and after the COVID‑19 pandemic, global market conditions shifted dramatically. Supply chain disruptions and component shortages coincided with a surge in demand for personal computing products, placing unprecedented pressure on HP’s sourcing organization.

To remain resilient through changing demand cycles, HP needed greater visibility into its supplier agreements. Contracts held critical commercial information, from payment terms to negotiated conditions, but that information was locked inside documents and spread across legacy systems.

Answering even routine questions required manual effort.

For example, when finance teams asked which suppliers were not on standard payment terms, teams had to open and review contracts one by one. This slowed decisions at a time when speed mattered most.

“We needed a better contracting solution, so we could know what was in those supply agreements,” said Bharan Ayalasomayajula, Director of Transformation, Sourcing Center of Excellence, HP Inc.

Solution

Centralizing Contracts and Turning Terms into Actionable Data

HP selected Icertis to serve as its contract intelligence platform and moved beyond document storage to structured, searchable contract data.

Rather than treating contracts as static files, HP implemented Icertis so key terms became data fields that teams could query instantly. What once took days of manual review could now be answered in minutes.

“It’s not just a repository for us,” Bharan explained.

 “It’s the system where we go to find all the data that we need.”

HP standardized its contracting approach across geographies, creating:

• 25 contract types
• Covering 65 country‑specific templates
• With over 16,000 contracts migrated from legacy systems

Icertis now operates as a single system that captures contract data, provides instant visibility into agreement terms, and enables workflows that reflect HP’s business rules.

Benefits

Faster Insights, Clearer Contracts, and Streamlined Workflows

With structured contract data in place, HP gained three distinct advantages.

First, teams can capture and report on contract data quickly, without manual document review.

Second, stakeholders can understand what’s in a contract instantly, eliminating friction between legal, finance, and sourcing teams.

Third, HP uses contract data to configure intelligent workflows, accelerating negotiations and approvals.

“That speeds up the contract negotiation time,” Bharan noted.

“And that’s a huge advantage because you want to spend more time establishing a relationship with the supplier, rather than negotiating the terms of the contract.”