Ropo
Ropo unified its fragmented group-wide contract management with Oneflow and created a single, clear, and internationally scalable contract process across all countries.
Integrated with
One unified contract process
Dynamics integration
Over 2,500 signed contracts
Ropo
Country
Finland, Sweden, Norway
Use cases for Oneflow
Sales, HR, Law, Administration
Company size
400+ employees
Industry
IT services
Ropo unified its group-wide contract processes with Oneflow – “Now our contracts have one clear home”
Ropo is the leading provider of invoice lifecycle services in the Nordics, growing rapidly through acquisitions and international expansion. The company’s goal is to build a unified operating model across all markets, supported by a shared application ecosystem for the entire group.
Chief Information Officer Heikki Parkkonen is responsible for ensuring that systems remain lean, cost-efficient, and easy to manage. Oneflow is a key part of this setup.
“We have one shared application landscape across all countries. It needs to be compact, cost-effective, and easy to manage,” Heikki says.
The challenge: Contracts scattered across multiple systems
Before Oneflow, Ropo was using several parallel systems as a result of acquisitions. Contracts were stored in SharePoint and various other locations without a unified structure, making contract management difficult.
The challenges were especially evident in sales contracts:
- the system in use was built for procurement, not for sales
- roles were incorrectly configured, leading to errors
- electronic signatures did not support all European identification methods
- contract management was unclear and fragmented
“The previous systems didn’t adapt to our needs. Roles were set up incorrectly, and we constantly had to deal with hard-coded limitations,” Heikki explains. As international expansion accelerated, requirements became even more complex. Each market’s local legislation and electronic identification would have had to be implemented separately. “Entering new markets would have required major additional projects. We needed a solution that works out of the box across Europe,” Heikki adds. “We didn’t have to invest separately in electronic identification when opening new countries, because Oneflow supports it natively.”
Ropo needed a solution that works internationally, supports automation, and serves the entire organization – from sales to administration.
The solution: Oneflow delivers a unified process across all countries
Ropo chose Oneflow because it is easy to use, flexible, and—above all—internationally scalable.
Oneflow was selected as the group-wide contract platform, used across sales, HR, legal, and administration. While usage is most active in sales, all departments rely on the same standardized process.
“Oneflow is simple, flexible, and logical. The UX is designed to be user-friendly, so no one has to guess where to click,” Heikki says. He also describes how Oneflow solved the issue of fragmented contract storage: “When contracts have one single place, all the necessary information is always easy to find.”
For international growth, Oneflow’s support for European eIDAS identification methods was particularly important. “Electronic identification now works in all countries without separate projects. That’s a major advantage,” Heikki notes.
“Oneflow is simple, flexible, and logical. The UX is designed to be user-friendly, so no one has to guess where to click.”
Heikki Parkkonen
CIO
Ropo
The results: A transparent, controlled, and scalable contract process
1) Transparency across all countries
Oneflow’s role-based access control is one of its most important benefits for Ropo.
Heikki describes the change as follows: “If I can’t see a contract, I know there’s a reason for it—access rights. There’s no longer any uncertainty about where a contract is located.” All contracts are stored in one place, and they are no longer saved on individual computers or in personal folders.
2) Dynamics integration automates sales workflows
Ropo is a highly automation-driven company, and integrations are critical. Heikki explains that their users expect internal systems to work seamlessly: “Our users expect the same level of automation internally as the services we provide externally. The integration between Oneflow and Dynamics brings that experience into everyday work.” The integration ensures that customer and contract data always stay aligned and up to date.
3) Contract volumes have increased while processes remain lightweight
Since implementing Oneflow, Ropo has signed more than 2,500 contracts. “The number of contracts grows alongside the business. Oneflow enables that growth without slowing down the process,” Heikki says.
4) The best feedback: silence
According to Heikki, the best feedback is often no feedback at all: “Previously, people used to ask where a specific contract was. Now no one asks anymore which tells us the process works.”
AI speeds up contract review
At Ropo, Oneflow’s AI Review feature is used across all contract types, particularly to support the legal team. The feature ensures that contracts include the clauses and terms that protect the business. “With AI Review, we can immediately see where the issues are, instead of searching for a needle in a haystack. The AI highlights the sections that need attention right away,” Heikki explains.
AI doesn’t replace a lawyer, but it significantly speeds up the work. “Everyone understands the difference between reading an entire contract from start to finish and going straight to the parts that actually require review,” Heikki adds.
“With AI Review, we can immediately see where the issues are, instead of searching for a needle in a haystack. The AI highlights the sections that need attention right away.”
Heikki Parkkonen
CIO
Ropo
Working with Oneflow: open, proactive, and solution-oriented
Heikki describes the collaboration with Oneflow as clear and straightforward: “When the product is solid and the organization behind it is solid, you end up with a satisfied customer.”
He particularly values:
- open communication
- keeping promises
- continuous development
- flexibility
“If something isn’t possible right now, it’s communicated openly – and often, a little later, it becomes possible,” Heikki adds.
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