Mindex

Mindex gains full visibility and efficiency across all contracts with Oneflow

Mindex is a technology company with more than three decades of experience delivering software solutions and services to customers across industries. Based in Rochester, New York, the company operates in several business areas – from professional software development services to their own suite of education-focused products.

“We’ve been around for over 30 years. We have professional services, where we help other companies with integrations or custom software development, and we also have our own product line focused on K–12 schools,” explains Lee Iannone, Business Analyst at Mindex. “So, while Oneflow helps companies streamline contract management, we help schools manage data, grades, and special education programs.”

Today, Mindex employs nearly 400 people and continues to grow both its service and product lines. But as the organization expanded, its contracting process became increasingly fragmented.

Challenge: Disconnected contract workflows and limited visibility

Before adopting Oneflow, Mindex managed contracts using a mix of Word documents, SharePoint, and DocuSign. Each department handled its own contracts independently, creating silos and limited visibility for leadership. “We never really had a good way to say, ‘where are all our contracts?’” Lee recalls. “We wanted a holistic view – to see how many contracts were closed, what their values were, and which were subscription-based versus project-based.”

The lack of structure also caused operational inefficiencies. Contracts were often stored in different places, approval chains varied from team to team, and there was no central repository to track due dates or renewal reminders. “I used to keep a manual list,” Lee says. “People would email me when a contract was signed – if they remembered. If not, I’d have no idea. It made reporting difficult and created unnecessary risk.”

To support the company’s growth and ensure smooth cross-department collaboration, Mindex needed a centralized, flexible, and integrated platform that could manage every contract type – from statements of work and milestone-based projects to annual subscriptions.

Solution: One platform for every contract

Lee was tasked with finding the right solution. She led an extensive evaluation process that included seven different vendors, building a detailed rubric of “must-haves,” “nice-to-haves,” and “bonus” features. “We wanted something flexible enough to handle different templates, approval setups, and contract types – but not so complex that it became overwhelming. It needed to be powerful and easy to use.”

Mindex ultimately chose Oneflow for its balance of flexibility and simplicity – and its native HubSpot integration, which was a key requirement. “HubSpot was critical for us. We use it extensively, so we needed something that integrated out of the box,” says Lee. “There were only a couple of platforms that did that really well – and Oneflow did it best.”

During implementation, Oneflow’s onboarding and customer success teams worked closely with Lee to set up templates, import legacy contracts, and train teams across departments. “The onboarding process was really easy. I was able to explain everything to our staff because Oneflow’s team explained it so clearly to me,” Lee says.

Results: A single source of truth and faster contracting

With Oneflow, Mindex now manages all contracts – both customer and vendor – in one centralized place. The impact was immediate:

Faster contract creation and reduced manual work

“From the very beginning of the contract lifecycle, everything is simpler,” Lee explains. “We have the latest approved templates, consistent branding, and contracts automatically populated with data from HubSpot. No more copy-pasting from Word or Excel.”

The automation has cut contracting time dramatically. “One of our team members said it literally cut her contracting time in half,” Lee shares. “That was a huge win.”

Full visibility across teams

Now, executives, finance, and sales all have access to the same live data. Contracts are easy to locate, track, and manage – without digging through shared folders or outdated files. “When I need to find a contract, I know exactly where it is – the latest version, no confusion. It’s the source of truth,” says Lee. “Our executive team even gets an email every time a contract is signed. It’s become a great moment of visibility and celebration.”

Improved collaboration internally and externally

Oneflow has also strengthened collaboration across Mindex’s departments and with their clients. “We used to rely on email threads and comments in Word documents. Now, we can collaborate directly within Oneflow,” says Lee, “The comment and collaboration tools are visible, trackable, and easy to use, even with the client. It’s reduced confusion and made teamwork much smoother.”

Teams that previously worked in silos now share a common process, unified through Oneflow. “We now have a Oneflow user group across the company. We share best practices, ask how others are using it, and collaborate as one organization. That never existed before,” Lee says.

HubSpot integration: The missing piece of the puzzle

The HubSpot integration quickly became one of Mindex’s favorite features. It allows users to generate contracts directly from HubSpot with client data automatically filled in. “It’s amazing. You can move from first contact to contract signature without leaving HubSpot. It’s plug-and-play, and it just works. Honestly, we asked ourselves: is it really this easy?” Lee says.

The integration also ensures all data stays synchronized, reducing admin work and keeping sales and finance aligned. “We can now use HubSpot’s reporting and pipeline stages all the way through contract signing. It was the missing piece — and Oneflow filled that gap perfectly.”