Case Study: How CompSource Mutual reduced executive review time by 95% with Gatekeeper Agents

CompSource Mutual Insurance Company is a leading provider of workers' compensation insurance in Oklahoma, with a legacy spanning over 85 years. The company operates in an increasingly competitive landscape, with price-sensitive buyers, high service expectations and persistent margin pressure.

To help unlock operational efficiency, Procurement Manager Tim Harvey introduced AI-driven automation that compresses cycle times, eliminates handoff delays, and redirects his team to higher-value tasks.

key Outcomes 

• 95% reduction in executive review time per contract
• Approximately 636 hours saved annually = seventeen weeks of capacity freed for strategic work
• Back-and-forth between finance and procurement eliminated
• Time to value achieved in weeks, not months

The challenge: When handoff delays crowd out strategic work

CompSource Mutual's procurement function reported into legal, while finance had a separate reporting line, which created operational silos with cascading consequences.

Each contract review required extensive manual coordination between departments, which Tim described as 'an arduous task.' Handoff delays consumed team capacity as contracts ping-ponged between functions.

Tim's three-person team spent hours manually extracting data and chasing approvals instead of focusing on strategic procurement. Executives found themselves reviewing lengthy contracts line by line, slowing approval cycles.

As CompSource's vendor base grew, the manual coordination became increasingly unsustainable without adding headcount. Perhaps most frustratingly, issues often surfaced late in the process, triggering rework cycles that sent contracts back through the entire approval chain.The cumulative effect was clear: while the team remained mired in tactical coordination, higher-value initiatives like supplier consolidation and cost optimisation programs that could strengthen CompSource's competitive position sat on hold.

The solution: Gatekeeper agent deployed at the highest-friction points

“There are a ton of companies out there, making a lot of claims about AI. Not only is Gatekeeper the right solution for us, but we’ve been blown away by what Gatekeeper's Agents can further improve. ” Tim Harvey, Procurement Manager, CompSource Mutual Insurance

The Agent toolkit:

• Gatekeeper Finance Review Agent for budget validation and risk flagging
• Gatekeeper Extract for automated data extraction
• Contract Summaries for executive-level overviews

CompSource Mutual deployed a Gatekeeper Agent during the finance-review phase of the contract workflow. Gatekeeper Extract automatically pulls contract values and budget allocations from each submission, and the AI agent then compares them against approved spending limits.

If a contract exceeds budget, the agent automatically rejects it and calculates the exact overage amount. If the contract stays within budget, the agent approves it and flags any other issues like missing data or risks.

Gatekeeper Summaries turn these findings into a concise action plan, enabling Procurement to resolve issues proactively and freeing Finance to focus on contracts that are ready to review and approve.

Gatekeeper Agent Implementation timeline 

Gatekeeper Agents are built for a streamlined rollout. CompSource Mutual outlined their goals to Gatekeeper’s implementation team, who set to work building the agent workflows.

After internal Quality Assurance (QA) testing, User Acceptance Testing (UAT) and refinements, CompSource deployed the solution, realising value within weeks, not months.

Business results: Measurable impact across the organisation

• Finance-Procurement handoffs streamlined: Automated budget validation and risk flagging before Finance review eliminated back-and-forth rework cycles between departments. This freed hours previously spent managing handoffs, giving both teams time to focus on strategic priorities rather than coordination.
• 95% reduction in executive review time: Leaders now scan 10-line AI summaries instead of 13-page contracts, reducing review time by approximately 95% per contract. This accelerated decision-making while maintaining oversight quality.
• Approximately 636 hours saved annually: CompSource Mutual saves approximately 636 hours per year, equivalent to seventeen working weeks of capacity. This time was redirected to supplier relationship management, risk consolidation, and cross-departmental process improvements that strengthen their competitive position.
• Audit readiness unlocked: CompSource Mutual completed a major internal audit with comprehensive audit trails and automated tracking for compliance documents. The team responded efficiently without disrupting operations.

Business results: Measurable impact across the organisation

“Deploying Gatekeeper’s agents has been transformative for our organisation. It’s freed up so much time for us to focus on more strategic projects, and it’s really got our gears going on what we can do in the future.”

Expansion underway:

• Multiple specialised Gatekeeper agents across several workflow phases and processes
• Gatekeeper Intake for drag-and-drop contract upload with automatic extraction
• Risk Register and Scorecard modules to replace Excel-based tracking
• Cross-functional adoption across departments

CompSource Mutual's Agent deployment demonstrates how strategic AI placement transforms procurement economics in competitive markets.

By automating tactical work and eliminating rework cycles, Gatekeeper Agents delivered the ability to scale efficiently, maintain quality through growth, and redirect specialist capacity to higher-value work.