How Pan Distribution Secured Its Audiovisual Projects Through Contractual and Accounting Automation

Use Case 1 - Contract Tracking and Automated Generation Tool

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CHALLENGE

In the audiovisual industry, a missed deadline cannot be recovered.

At Pan Distribution, the tracking of author and actor contracts relied entirely on human vigilance. Option expiration dates, renewal deadlines, clauses specific to each situation: everything was managed manually, contract by contract, in spreadsheets updated by hand.

The problem isn't just the workload; it's the nature of the risk. In an industry where an option not renewed on time can mean the loss of an entire project, entrusting deadline tracking to the individual memory of an already busy team member means accepting a structural vulnerability. In parallel, drafting itself consumed a disproportionate amount of time: contracts are similar from one case to another, but each manual clause adaptation introduces a risk of error that no one can entirely eliminate.

Prior to the project, several key challenges were identified:

• To ensure reliable tracking of key dates without relying on individual memory or vigilance
• To accelerate contract drafting while ensuring compliance
• To automatically adapt clauses based on contract type and signatory profile
• To eliminate errors related to copy-pasting and repeated manual entries

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SOLUTION

Qolaig designed and deployed a custom contract management tool that handles the entire cycle, from drafting to deadline tracking, without manual intervention. The objective: zero oversights, zero redundant entries, zero risk of human error on elements critical to a project's viability.

01. Automated Contract Generation

The user fills out a structured form: contract type, signatory profile, and variable information specific to the case. The tool selects and assembles the clauses adapted to each situation, and produces a complete contract, ready for review and sending. What used to take several hours of drafting and verification is now done in minutes with a level of reliability that manual drafting could not consistently achieve.

02. Customized Clauses for Each Configuration

Author, actor, short or long-term contracts, specific rights: each configuration generates the corresponding clauses, eliminating the need for copy-pasting between different files. The tool understands and applies the correct combinations, thereby removing the primary source of error in contract production: human adaptation under time constraints.

03. Automatic Extraction and Tracking of Key Dates

For every contract generated, critical dates, option expiry dates, deadlines, and response times are automatically extracted and integrated into a centralized dashboard. Email notifications are sent in advance of important deadlines, enabling legal teams to act at the right moment without needing to constantly monitor the dashboard. Reminders are anticipated, visible, and no longer rely on manual tracking.

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RESULTS

• No missed option or deadline dates since deployment
• Drafting time reduced by several factors per contract generated
• 100% of key dates automatically extracted and tracked with each new contract
• Zero clause errors related to manual adaptation between files

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RETURN ON INVESTMENT

Every hour saved on contract drafting is an hour given back to what the legal team does best: analyzing, negotiating, and protecting Pan Distribution's interests. However, the true stake isn't productivity; it's security. An audiovisual project can involve months of work and hundreds of thousands of euros. Losing it due to a missed option deadline because a team member was traveling is a risk that this solution structurally eliminates. What the tool provides is the certainty that nothing slips through the cracks, regardless of the team's workload.

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Use Case 2 - Automatic Invoice Collection Tool

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CHALLENGE

Hundreds of invoices processed manually every week, for a result identical to what a machine can achieve in a few seconds.

Pan Distribution's accounting and distribution teams spent several hours each day manually collecting invoices: one by one, comparing bank statements with invoices available on Cinego, the professional platform for the audiovisual sector. Over 300 invoices were processed weekly using this method, a repetitive, time-consuming task particularly prone to data entry errors and duplicates.

It's not a skill problem. It's a design problem: assigning qualified employees a task that automation can perform more reliably and in a fraction of the time is an operational cost that is no longer justifiable.

Prior to the project, several key challenges were identified:

• Eliminate the time spent manually reconciling bank statements and Cinego invoices
• Reduce the risk of errors and duplicates associated with manual entry
• Free up accounting teams for higher-value tasks
• Streamline cash receipt processing without modifying existing tools

SOLUTION

Qolaig developed an automated cash receipt tool directly connected to Pan Distribution's work environment. The goal: for bank reconciliation to become an invisible, reliable process that no longer requires any human resources, except for exceptional cases.

01. Import of bank export file

The user simply imports the bank statement export file into the tool. This is the only action required from them. The system handles the rest.

02. Automatic Reconciliation with Cinego Invoices

The tool automatically queries Cinego, identifies invoices corresponding to the bank statement lines, and processes cash receipts line by line. Matches are established based on amounts, references, and dates without manual intervention, and without the risk of oversight or duplication.

03. Exception Handling

Only lines not automatically reconciled are flagged for the team to process. The rest, which is the vast majority of cases, is processed without anyone needing to attend to it.

RESULTS

• 300+ invoices automatically processed each week
• Several hours saved daily on accounting processing
• 0 duplicates or data entry errors on automatically processed cash receipts
• Accounting teams refocused on complex cases and value-added tasks

RETURN ON INVESTMENT

Before implementing the solution, every workday for the accounting teams started with a long, repetitive, low-value task. By fully automating this process, Pan Distribution reclaims several hours of productive capacity each week, giving time back to employees whose expertise deserves better than manual data entry.

Beyond time savings, the reliability of the process is fundamentally transformed. Manually reconciling 300 invoices weekly inevitably leads to errors, omissions, and duplicates. An automated system applies the same rules with the same rigor to every line and doesn't make mistakes because it's tired or rushed. For a company whose cash flow relies on smooth collections, this is both an operational guarantee and an efficiency gain.