Case Study Document Lifecycle Automation For LegalOps And Procurement In E-commerce Giant

kiwi-logo
Kiwi.com is a global online travel tech company. Through its online portal, Kiwi.com provides a fare aggregator, metasearch engine, and booking services for airline tickets and ground transportation.
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First Phase Key Improvements

Employees Leveraging Automated Lifecycle Management

Documents Digitized

Monthly Document Lifecycle Actions

Background

  • Kiwi.com is a global online travel tech company.
  • Through its online portal, Kiwi.com provides a fare aggregator, metasearch engine, and booking services for airline tickets and ground transportation.
  • Kiwi.com currently employs over 2,000 people.
  • Legal team and other departments handle a great number of documents, most requiring approval and e-signature.
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We chose Legito because it allows us to automate, manage, and store our documents on a single platform.
Nicola Batrlova

Legal Operations Administrator, Kiwi.com

Challenges

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  • Keeping documents organized in a company that is growing and changing quickly, operating in multiple countries.
  • Long contract turnaround times.
  • A lot of time and effort needed to receive approval from document stakeholders.
  • Achieve the status of a paperless company.

Onboarding

  • Internal training for users.
  • Kiwi.com immediately began to use Legito as the company’s overall document lifecycle management tool.
  • Legito’s ongoing development, enhancements, and feature releases allowed the use case to expand to eSignatures and Approvals.
  • Over 150 users have been using Legito daily at Kiwi.com.
kiwi.com-legito-case-study-onboarding-workspace

Workflow Automation

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  • Kiwi.com automated document workflow with an approval (see the image on the left/right).
  • Document can cycle back and forth within the first three stages of the workflow without any restrictions.
  • Document approval is required before proceeding to the “Ready for signature” stage.
  • Once approved, the document is locked and continues along its lifecycle.
  • eSignature is used to execute documents (currently using the integrated DocuSign solution).
  • Once the signing process commences, the document is automatically routed to the “Signing in process” Stage.
  • If the document is electronically signed, it automatically proceeds to the Signed Stage, and the signed PDF is automatically uploaded to the
  • Document Record; if the signing is canceled, the final Workflow Stage of the document would be “Canceled.

Results

  • Over 6,000 Document Records organized and managed.
  • Efficient document lifecycle management with the possibility of electronic signature directly in Legito user interface.
  • Automated templates with workflow routing save great amounts of time previously spent on document revisions and tracking a document along its lifecycle.
  • Our users always work with the latest version of templates.
  • Automated reminders help us to keep track of contract deadlines.
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