Case Study

How Geospace Went from 700 Shared-Drive Folders to Contract Reports in Minutes

Fast Facts

Industry: Seismic manufacturing and engineering, publicly traded (NASDAQ: GEOS)
Legal headcount: One Contracts and Compliance Manager runs the system; about a dozen read-only users
Contract volume: 658 contracts
Tools before: Shared-drive folders behind the company VPN, with no index
Trigger: A new in-house contracts and compliance role

The Challenge

Hundreds of contracts, no system, and a VPN between you and the files

Geospace Technologies is a Houston-based, publicly traded (NASDAQ: GEOS) seismic manufacturing and engineering company founded in 1980. The company designs and manufactures equipment for seismic data acquisition, originally for oil and gas exploration, and has expanded into water, alternative energy, industrial vibration monitoring, and border and perimeter security.

Alexcia Perilloux is Geospace's Contracts and Compliance Manager, a role created when the company decided to bring formal contract management in-house. When she joined Geospace, customer agreements, demo agreements, manufacturing agreements, rental agreements, supplier codes of conduct, and vendor contracts were stored as files on a shared drive.

There was no spreadsheet index. There was no tagging. To find a contract, you opened a folder and started looking. The friction did not stop there. The shared drive lived behind the company VPN, so working from home meant manually connecting before any contracts were visible.

Alexcia came in with experience using contract management software at previous companies, ran an evaluation across multiple CLMs, and made the call on which platform Geospace would adopt.

There was no system. You opened folders and started digging. And if you weren’t on the VPN, you couldn’t see anything at all. ContractSafe gave us the visibility we needed, within hours.

Alexcia Perilloux Contracts and Compliance Manager

ContractSafe's Solution

A CLM you can actually find a contract in

The CLM evaluation came down to one variable: usability. Several competitors looked impressive on the dashboard and underdelivered on the basics. Alexcia wanted a system where finding a contract took seconds, not a tutorial.

The other platforms were over-complicating it. I think they thought it looked cooler that way. I needed something where you grab the contract and go. ContractSafe just had the best visibility, in my opinion.
— Alexcia Perilloux, Contracts and Compliance Manager

The day-to-day workflow is end-to-end inside the platform. Alexcia uploads new contracts, sends them out for signature using ContractSafe's e-signature, parks them in an uncategorized folder while they are in flight, and moves them into the right folder and naming convention once they are fully executed.

Workflow that replaced shared-drive digging

AI auto-extraction pulls the specific terms Alexcia needs to track on each contract.
Draft versions live in the platform and are replaced cleanly as new versions come back.
Approvals happen directly inside ContractSafe instead of routing PDFs by email.
Search and reporting answer quarterly leadership questions from the same repository.
Read-only access gives about a dozen people across Geospace a way to find what they need while Alexcia controls uploads, signatures, and title changes.

How Geospace uses ContractSafe eSign

A contract arrives as a PDF that's ready to sign, and Alexcia uploads it to ContractSafe. Alexcia sends it for e-signature and leaves it in the uncategorized folder until it's signed. Once it's fully executed, Alexcia moves it to the proper folder and gives it the correct name.

How Geospace uses AI data extraction

Alexcia uploads every contract to ContractSafe, whether it's a ready-to-sign PDF or a draft started from scratch. Once a contract is fully executed and filed, Alexcia runs AI extraction on it. AI extraction pulls the specific terms Geospace is looking for in that contract.

How ContractSafe helps Geospace find every match across 658 contracts

When anyone at Geospace needs a contract found, Alexcia looks it up in ContractSafe. Alexcia types Geospace's keywords for the contract type, such as rental agreement or addendum. Every match across the 658 contracts in Geospace's account comes up together. Before, finding them meant a dig through 700 shared-drive folders on the VPN.

How Geospace uses reporting

Alexcia's boss often asks for the count of rental agreements signed in the past quarter. Alexcia pulls up every rental agreement and addendum from that quarter, dates included. The report goes to the boss.

How Geospace uses roles and permissions

Alexcia is the only person at Geospace who can upload contracts, send them for signature or change titles. About a dozen other people at Geospace have read-only access. They log in, poke around and find what they need on their own.

My boss will ask how many rental agreements we signed last quarter. I type the keyword, pull them all up with dates, and send the report. It’s that fast.
— Alexcia Perilloux, Contracts and Compliance Manager

About ContractSafe

ContractSafe covers the whole contract lifecycle, from intake and approvals to e-signature, deadline alerts and reminders, reporting and AI extraction, with the complete set on the Maximize plan. Custom intake forms feed templates that populate a first draft, comments with user tagging and approval sequences carry it through review, and ContractSafe eSign or the DocuSign integration collects signatures. Quick fixes happen with in-app editing, and bigger edits open in Word Online or desktop Word for changes and comments, then save back to ContractSafe as the updated version. Every plan includes unlimited users, onboarding and document migration with no implementation fee.

Rollout & Results:
Night-and-day from the first two weeks on the job

ContractSafe is software you can use as much or as little as you want. Either way, it makes your time more efficient. It organizes everything you'd ever want and the reporting is great.

— Alexcia Perilloux, Contracts and Compliance Manager

700 folders replaced by one repository

Contracts that used to live across hundreds of shared-drive folders are now searchable from one ContractSafe system.

Reports in minutes

Rental agreements, demo agreements, active agreements, and expired supplier terms can be pulled by keyword and date instead of rebuilt manually.

E-signature and AI extraction in one workflow

Alexcia sends agreements for signature and reviews extracted terms without leaving the platform.

Self-service access for a dozen employees

Read-only users can find agreements themselves while compliance keeps control of uploads, signatures, and title changes.

Support issues resolved fast

When questions come up, support responds in seconds and screen-share help has kept issues under 20 minutes.

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“We wanted something that was easy-to-use, that was the most important thing that we were looking for. We’ve chosen the right platform with ContractSafe and we’ve gotten a lot of compliments. Whenever you roll out any new program, you expect some constructive criticism but all we’ve gotten are kudos.”

"ContractSafe has been an amazing enabler, helping us automate other processes and level up our ability to manage an increasing volume of highly custom customer engagements."

"ContractSafe has been a lifesaver to our company. We finally have a central location to store and keep track of our contracts. Uploading documents is a simple process and the search feature is a lifesaver. Everything is organized and easy to find, and the renewal reminders help us keep on top of any upcoming expiring contracts. Their customer support is excellent.