The problem most teams will not admit out loud

On complex design and construct projects, leaders face a grind of late programs, variation disputes, and inboxes that never stop. One leader summed up the reality in a demo call:

“I get over 100 emails a day across about seventy million dollars worth of projects.”

Another added the financial sting:

“We are in hundreds of thousands of dollars just for discovery.”

And the pattern repeats:

“Every one of my projects is late. Every one of my projects has a variation dispute.”

This is not about capability. It is about time bars, buried clauses, and last minute contract edits that slip through when everyone is rushing to deliver.

The moment that changed the conversation

During the session, the team saw Hevi do three things that shifted their view of what contract administration software should deliver.

1) Answers that land on the exact page and clause

When Hevi answers a question, it cites the page in the contract and links straight to it. No scrolling through a three hundred page PDF. No guesswork.

“Whenever Hevi answers, it gives you a link to the actual page in the document… because you need to go to the page.”

A user called out that competing tools do not do this and force you to search the document manually.

Why this matters: Clause level evidence is faster to act on and safer in disputes. It shortens the path from question to compliant action.

2) Contract compare that catches last minute edits even in scanned PDFs

The team watched Hevi compare two versions of a contract and produce a clear table of changes, with risk commentary and live links to the exact clauses. It worked in under a minute on documents in the hundreds of pages.

“Even two scanned PDFs… if they have sneakily changed something at the last minute… Hevi will pick that up.”

“That is a very cumbersome process for me… if I miss that it is a big deal.”

“These two documents are both hundreds of pages long.”

Why this matters: Final execution often happens fast. A single untracked tweak to payment terms or notice windows can swing cash by millions. Automated compare reduces that risk.

3) Inbox to action. Automatic mail ingestion that builds an evidence timeline and drafts the next step

Hevi can ingest client emails automatically. It classifies the risk against your contract and KPIs, maps the message to the relevant clause, and drafts the next action such as a notice or clarification. Teams can set a forwarding rule so every client thread becomes part of a complete evidence trail.

“Some people set up automatic forwarding rules, so everything from the client just automatically gets sucked into Hevi.”

“Evidence. Timeline.”

One leader described the current state without this automation:

“Project admins get questions back and it is up to them to flag it… then we realise it is a problem.”

Why this matters: Risk often arrives first in the inbox. Catching it there means time bars are met, notices go out on time, and the record is ready if a dispute arises.

What users valued most

• Speed to certainty: Ask in plain English and land on the right page inside a scanned contract. Then act.
• Less manual cross checking: No more fishing through hundreds of pages to confirm what changed. The compare table highlights old versus new and the risk delta.
• Protection for delivery teams: Leaders want project managers focused on scope, budget, and delivery. Hevi reduces missed time bars and creates a single source of truth for handovers and claims.
• Real money at stake: Discovery alone on one matter cost hundreds of thousands. Reducing avoidable disputes pays for the system many times over.

From executed contract to operational playbook

Once the contract is signed, Hevi creates a contract summary, key dates, and workflows for notices and approvals. Teams see what is non negotiable, what is inside limits, and what needs escalation.

This becomes the handover pack and the daily operating guide. It is also the memory for the next project so you do not repeat the same painful lessons.

Results to aim for in your rollout

Measure these leading and lagging indicators in the first ninety days.

• On time notice rate for delays and variations
• Time from risky email to submitted notice
• Number of last minute contract edits caught pre signature
• External legal spend on discovery and document review
• Hours per week saved on clause lookups and handovers

The team in this session expects fewer disputes and faster responses because risk is visible earlier and action is linked to the exact clause. They also expect less reliance on memory and manual escalation as the inbox flows into Hevi with evidence preserved.

Real world pain points this approach tackles

• Time bar windows that differ by a day and trigger liquidated damages if missed
• Tenders that evolve into executed terms that do not match what was negotiated
• Contract changes hidden in late versions of scanned PDFs
• Variation and delay disputes across every active project
• Email volume that overwhelms manual triage and escalations

The takeaway

Your contract already contains the answer. Your inbox contains the earliest signal. Hevi connects the two and turns them into a clause level early warning system that delivers page linked certainty, scanned PDF resilience, and automatic evidence capture.

If you want to see this on your own contracts, book a demo and bring a real executed PDF plus a live client thread. We will show you the answers on the exact page and the next step that protects your position within minutes.

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