by Bianca Gempesaw
Work rarely slows down due to a lack of care, but rather, because of fragmented systems. Delays stem from scattered information, unclear approval pathways, and processes that over-rely on manual tools like email, spreadsheets, and constant follow-ups.
This was the precise challenge at Aboitiz Foods. With disparate tracking per country, multiple request channels and manual processes, achieving a single source of truth seemed impossible. The outcome was limited visibility and operational uncertainty; a clear case of process failure, not team failure.
The Shift in Mindset
The Legal & Compliance team realized that working harder could not overcome processes fundamentally misaligned with modern business needs. They made a strategic pivot: from managing systemic friction to proactively removing it.
This meant redefining their role. Rather than acting as a final gatekeeper, the team began designing integrated systems that engaged earlier in the business workflow. Their guiding philosophy was captured in a three-part mandate: Simplify. Automate. Elevate.
As AboitizFoods’ General Counsel Xae Hoyy Loh emphasized, “Simplify, Automate, Elevate wasn’t a tech initiative. It was a conscious decision to rethink how Legal partners enable the business.”
Without formal coding expertise, the team leveraged existing Google Workspace tools, collaborating closely with the IT department to prototype and build functional solutions. This approach was driven by core cultural principles: innovating within constraints, fostering cross-functional teamwork, taking ownership to fix broken processes, and upholding integrity to ensure speed never compromised trust.
This strategic direction was validated in an early conversation with Wolfgang Merkt, AEV Chief Technology Officer and COO for Aboitiz Data Innovation. He highlighted the significant, untapped potential within the team’s own Google ecosystem. This guidance directly inspired the legal team’s practical, build-it-ourselves approach.
What Changed When Legal Simplified
Simplifying work creates clarity and predictability. Three practical use cases demonstrate how this played out in practice.
CaseTrack: Centralised Case Management System
CaseTrack addressed the challenge of manually tracking cases across jurisdictions. Instead of fragmented spreadsheets and folders, cases are now logged through a single intake that automatically creates folders, applies naming conventions, and feeds real-time dashboards.
Daily email digests provide updates, reports can be generated instantly, and non-English case entries are automatically translated into English for consistent reporting. What once required manual consolidation is now visible at a glance—at zero additional software cost.
Reflecting on the build, Corporate Secretarial & Litigation Lead Jose Pio Seva shared, “We’re not developers, but with the tools we already had and AI as a partner, we could finally build something that fits how we actually work.”
AgreeMate: Simplify, Manage and Track Contracts
AgreeMate enhances contract efficiency by ensuring stakeholders select the correct, latest-approved template and complete all required fields at the outset. Through guided inputs and standardized intake, it eliminates rework caused by incorrect templates and incomplete information. It also aims to streamline the review process, securely store contracts in a central repository, and enable tracking of key contractual provisions.
This allows routine contracts to move faster, while Legal teams can focus on higher-value negotiations and advisory work without compromising consistency or control.
As Teoh Huei Wen, AVP Contracts & Commercial Projects shared, “By getting contracts right at the start, we help contracts move faster, while allowing Legal to focus where judgment truly matters.”
VerifAI: Bringing Structure to Due Diligence
VerifAI addressed the manual and inconsistent nature of business partner due diligence. Information is collected through structured forms, routed through a defined and customisable approval workflow, and assessed using an objective risk-scoring framework.
The platform produces professional, timestamped reports with a complete audit trail, giving teams confidence in both the outcome and the process. AI supports the assessment, but accountability remains firmly with people.
As Enterprise Compliance Lead, Raymond Teoh Chwan Lip explained, “What VerifAI really changed was confidence. Decisions are now accelerated, clearer, auditable, and easier to explain—internally and externally.”
Together, these changes reduced manual work, shortened cycle times, and improved visibility–returning time to judgment, collaboration, and decision-making.
Why It Matters Beyond the Legal Team
Many teams face similar challenges—stalled approvals, hard to trace information, and processes dependent on manual coordination. What the Aboitiz Foods Legal & Compliance team demonstrated is that transformation can begin by redesigning how work flows, using existing tools with clear intent.
Their story is not just about technology but more about ownership and creativity: recognizing friction, questioning assumptions, and building practical solutions that make work easier for everyone involved.
In many ways, the journey came full circle — from a simple conversation that challenged how the team saw their tools, to a set of solutions that reshaped how Legal supports the business.
When Legal work becomes clearer, the business doesn’t just move faster — it moves with more confidence and certainty. And with certainty embedded in the workflows, teams can stop managing friction and start driving outcomes.
