The unseen risk inside every contract team

It did not start with a major dispute.

It started with small things.

A KPI report saved in one person’s desktop folder.
A price review date sitting in someone’s calendar.
A critical performance letter buried in an inbox search result.

Each item managed “well enough” in isolation.
Together they created a quiet risk.

A leading mining contractor came to us in this exact position. High volume work. Complex contracts. Smart people. But no shared system of record for obligations and performance. The team wanted Hevi to become what their tools and inboxes could not give them.

A genuine single source of truth.

This is how they did it.

Before Hevi: good people, fragile systems

The team described a familiar landscape for anyone in mining and construction:

• Contract obligations tracked in scattered spreadsheets.
• KPIs reported in separate templates that did not live with the contract.
• Price reviews and notice dates stored in personal calendars.
• Email chains carrying critical decisions that only a few people could see.
• No reliable live view of “what matters right now” across contracts.

Nothing was broken on day one.
The risk came from scale.

More projects. More obligations. More reliance on individuals as the system.

They were clear about what they wanted instead:

One place to see all obligations, dates, KPIs, and supporting communication, without depending on any single person’s inbox or memory.

Step one: turn the contract into living obligations

The team started by using Hevi to convert their contract into structured obligations.

Key clauses and events were captured as Key Dates inside Hevi:

• KPI and performance reporting dates.
• Design and submission milestones.
• Price review triggers and commercial checkpoints.
• Any clause that implied “someone must do something by this date.”

Each item had:

• A clear description.
• An owner.
• Reminders and workflows.
• A link back to the source clause.

This shifted the contract from a static PDF into a live schedule of obligations.

No more guessing. No more hoping spreadsheets were up to date.

Step two: give everyone the same live view

Once the obligations were in Hevi, the team leaned on the Contract Dashboard.

They configured views so each group could see exactly what mattered:

• Project managers saw upcoming deliverables and notices.
• Commercial teams saw financial checkpoints and review dates.
• Leadership saw a portfolio view of risk and compliance.

Because Hevi connects Key Dates to tasks and completion status, the dashboard stopped being a passive report.

It became a control panel.

The team did not need to chase updates through emails or ask for a fresh spreadsheet.

If an action was overdue, it was visible.
If an action was complete, it was closed out in the same system that created it.

Step three: pull email and evidence into the project inbox

The real breakthrough came when they stopped treating email as a separate universe.

The team set up Hevi’s Project Inbox for each contract.

All significant communication moved there:

• Monthly KPI reports and supporting data.
• Meeting minutes and site instructions.
• Letters of concern or performance queries.
• Design reviews and technical clarifications.

Instead of these living in individual inboxes, they flowed into a shared space that sits beside the contract, the obligations, and the dashboard.

This delivered two advantages.

1. Continuity
   Staff changes no longer meant lost context. New team members could see the full story without digging through someone else’s mail archive.
2. Context for AI
   Hevi’s AI was able to analyse obligations together with real performance evidence. When the team used AI to review risk, trend issues, or prepare reports, it was working from the real record, not incomplete samples.

Step four: use AI to connect the dots

With obligations structured and evidence centralised, Hevi’s AI tools became much more than a search bar.

The team used Hevi to:

• Ask, “What are our reporting obligations this month and are we on track?”
• Check, “Have we met all KPI evidence requirements for this period?”
• Prepare summaries before performance meetings, backed by actual letters, reports, and contract clauses.
• Flag any approaching dates with missing inputs or late responses.

Because the AI had access to both the contract and the project inbox, its answers reflected how the contract was actually being run.

This is the difference between “AI on a document” and “AI on your source of truth.”

The outcome: from quiet risk to confident control

In a matter of weeks, this contractor had:

• One place to see obligations, actions, and status.
• One shared inbox that held the important story for each project.
• One dashboard that replaced ad hoc report building.
• One AI layer that helped them stay ahead instead of reacting late.

They did not need to overhaul their entire organisation.

They simply chose to stop letting spreadsheets and inboxes act as their contract system.

Hevi became their contract brain.

How to apply this in your own team

Any mining, construction, or heavy industry team can replicate this shift:

1. Start with one key contract
   Load it into Hevi. Turn the obligations into Key Dates and tasks.
2. Create a shared project inbox
   Route important emails and reports into Hevi so the evidence lives with the contract.
3. Use the dashboard daily
   Run your stand ups and reviews from Hevi instead of static spreadsheets.
4. Let AI do the heavy lifting
   Ask Hevi to show you upcoming risks, missing evidence, and key events instead of manually stitching it together.

The goal is simple.

Replace quiet risk with visible control.