Yamaha Motor Philippines improves contract visibility and e-signing efficiency with Lexagle

Key Metrics

The Company

Yamaha Motor Philippines, Inc. is the Philippine subsidiary of Yamaha Motor Co., Ltd. of Japan. The company is responsible for the manufacturing, importation, distribution, and marketing of Yamaha motorcycles and related products nationwide.

The Objectives

Yamaha Motor Philippines' goal was focused on creating a more structured, predictable approach to handling contracts across the organisation. Their key objectives included:

• Improve efficiency in contract processing and approvals.
• Reduce delays caused by manual follow-ups and a lack of notifications.
• Enhance visibility across contract status and signing progress.

The Business Case (The Problem)

Yamaha Motor Philippines manages a steady volume of contracts and internal documents, processing around 200 to 300 contracts over a six-month period. These contracts require coordination across multiple stakeholders, including internal teams and external parties, each with their own approval responsibilities and timelines.

Before Lexagle, there was no structured e-signing process. This made it difficult to track deadlines, monitor contract progress, and maintain visibility across each stage of the workflow. Teams relied on manual communication to follow up with signatories, which often led to delays.

The absence of automated notifications further limited visibility. Requestors were not always aware of where contracts were in the process, which created uncertainty and required additional effort to track progress.

This led to inconsistent turnaround times. Some contracts were completed quickly, while others took up to two to three weeks, depending on signatory availability and urgency. Physical circulation of documents added another layer of delay, particularly when multiple parties were involved.

While the total number of contracts handled remains consistent and dependent on business activity, the key challenge is the inefficiency of manual processes. The team needed a system that could provide clearer visibility, reduce dependency on manual follow-ups, and enable faster and more consistent contract handling.

The Solution

Lexagle's initial rollout, focused on e-signing and document routing, was completed within two weeks. To support adoption, the team developed an instructional video covering key features and conducted a hands-on walkthrough for users during onboarding.

The transition required an initial adjustment period. However, once users became familiar with the platform, contract and document processing became more efficient and easier to manage. Lexagle is now used daily for the routing, coordination, and documentation of contracts, official documents, and internal memoranda.

The platform provides a centralised space where users can track progress, manage approvals, and monitor document status without relying on external communication. This improved visibility allows teams to follow contract movement more closely and take action when needed.

Lexagle also enabled a shift from physical document circulation to digital routing. Contracts can now move more quickly between stakeholders, reducing delays caused by manual handling and improving overall responsiveness. While some contracts still depend on signatory availability, urgent requests can now be completed within the same day, allowing teams to prioritise time-sensitive transactions more effectively.

Coordination across departments and with external partners also improved. With clearer visibility and structured workflows, responsibilities are easier to manage, and communication becomes more straightforward.

The Certificate of Signing feature supports compliance by providing a clear and traceable record of document execution. Each completed document includes signatory details, timestamps, and a full audit trail of the signing process, allowing the team to maintain proper documentation for audit and record-keeping purposes.

Overall, contract handling became more structured and consistent. Teams spend less time on follow-ups and manual tracking, which improves productivity and supports better compliance through documented signing records.

The Results

The digital transformation of Yamaha Motor Philippines' contracting system delivered several measurable and operational benefits:

• Maintained a consistent contract volume while improving processing efficiency through digital workflows.
• Reduced reliance on manual follow-ups through improved routing and tracking.
• Improved contract turnaround times, with some contracts now completed within the same day, depending on urgency.
• Lower paper consumption by shifting from physical circulation to digital document execution.
• Better visibility across contract status and signing progress.
• Stronger coordination between teams and external stakeholders.

Testimonials

"Lexagle has streamlined our contract routing and approval processes, improved visibility and compliance, and enabled a more efficient, paperless workflow for our team." — Legal Secretary, Yamaha Motor Philippines, Inc.

"Lexagle helped us efficiently process time-sensitive contracts by reducing manual follow-ups, improving visibility, and enabling faster approvals through digital routing and signing." — Legal Secretary, Yamaha Motor Philippines, Inc.