Leading Real Estate Group Digitizes 5,000 Lease Contracts in 45 Days

When a portfolio scales, so does the contract volume - and the operational risk that comes with managing it manually. This was the challenge facing one of Vietnam's leading real estate conglomerates when their commercial leasing operation crossed the 5,000-contract threshold annually.

This article documents how the organization deployed Kyta Platform to digitize their entire lease contract lifecycle - from drafting and signing to storage and obligation monitoring - in 45 days, without disrupting ongoing business operations.

The Challenge: Contract Operations Under Pressure

With dozens of office towers, retail complexes, and commercial units, the group processed thousands of lease contracts per year - each with its own rental terms, payment cycles, and location-specific legal requirements.

Before deploying Kyta Platform, the legal and operations team ran almost entirely on manual processes:

• Drafting contracts in Word, circulating them by email for multi-level sign-off

• Tracking contract expiry dates in Excel spreadsheets, updated row by row

• Storing scanned PDFs in fragmented folder structures with no centralized index

• Relying on individual staff memory for renewal reminders

• Spending days retrieving documentation whenever a dispute arose

The result: delayed contracts, unmonitored obligations, and a legal team perpetually in reactive mode rather than proactive risk management.

The question: Could the entire lease contract workflow - from drafting to signing to obligation tracking - be digitized without rebuilding the existing IT infrastructure?

The Solution: Kyta Platform - Rapid Deployment, Deep Integration

Following a requirements assessment, the group selected Kyta Platform - FPT IS's Contract Lifecycle Management (CLM) solution - with two non-negotiable criteria: go-live within 60 days and seamless integration with their existing ERP system.

Kyta Platform was deployed in three clearly defined phases:

Phase 1 (Weeks 1-2): Foundation Setup and Historical Contract Migration

• Configured contract classification structures by asset type, location, and lease term

• Digitized all 5,000 active lease contracts from legacy PDF and Excel files

• Attached metadata: tenant details, renewal conditions, payment obligations, penalty clauses

Phase 2 (Weeks 3-4): Digitizing Drafting and Execution Workflows

• Configured dynamic contract templates adapted to each asset class

• Established multi-level approval flows via Kyta eFlow: legal - branch director - group legal

• Integrated Kyta Signature for legally binding e-signatures compliant with Decree 337/2025/ND-CP

• Enabled automated tenant identity verification via integrated eKYC

Phase 3 (Weeks 5-6): Obligation Monitoring and Reporting Activation

• Activated automated alerts 90, 60, and 30 days before contract expiry

• Configured obligation tracking: rent, service charges, insurance, scheduled inspections

• Connected contract data to the ERP system for automated payment reconciliation

• Built consolidated reporting dashboards by asset, location, and contract status

Results: 45 Days, 5,000 Contracts, One Unified System

After 45 days of implementation, Kyta Platform was fully operational across the group's entire lease contract portfolio:

• 100% of lease contracts centrally stored and retrievable in under 30 seconds

• Drafting-to-signing time reduced from an average of 7 days to 1 business day

• Automated alerts for expiry, renewal windows, and payment breach events

• Legal team administrative workload reduced by 60%

• Audit-ready contract reports are extractable in minutes rather than days

More important than the numbers: the group did not need to replace its ERP system or overhaul its entire infrastructure. Kyta Platform operates as a contract governance layer above existing systems, adding the lifecycle management logic that generic tools do not provide.

Kyta Platform Features Used in This Deployment

This project leveraged several core Kyta Platform capabilities working in concert:

• Kyta ALM (Agreement Lifecycle Management): end-to-end contract lifecycle management from drafting to termination

• Kyta eFlow: flexible multi-level approval workflows configured to the organization's structure

• Kyta Signature: legally binding e-signatures integrated with VNEID and batch-enabled

• Kyta eRequest: tenant-initiated contract amendment and renewal request handling

• eKYC: automated tenant identity verification to reduce counterparty risk

• Tamper-proof audit logs: every contract modification is timestamped and attributed to the acting account

Key Lessons for Real Estate Organizations

This project is not just a technology story - it is evidence that contract management can be digitized rapidly, comprehensively, and without operational disruption when the right platform is selected.

Three key lessons from this deployment:

1. Contract digitization does not require replacing existing systems

Kyta Platform is designed to integrate with existing ERP, HRM, and SAP environments - no legacy infrastructure replacement required. This significantly reduces conversion risk and project cost.

2. Legal compliance does not have to create complexity

Embedding Kyta Signature and e-signature mechanisms compliant with Decree 337/2025/ND-CP simplified the process rather than complicating it - by eliminating all physical document handling steps entirely.

3. Contract data is a strategic asset

When all contract data is centralized and structured, legal, finance, and asset management teams can operate in real-time coordination - rather than waiting on manual reports or chasing documentation across departments.

Ready to Digitize Your Contract Operations?

Kyta Platform is ready to support real estate developers, property investors, and asset management organizations in digitizing their full contract lifecycle - rapidly, comprehensively, and in full legal compliance.

Contact the Kyta Platform team to explore solutions tailored to your organization: kyta.fpt.com  |  1900.636.191 ext 3  |  customersupport@fpt.com