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Transforming Document Automation at Prime Property Care with Docupilot
Prime Property Care, led by technical consultant Alex Soul, has been at the forefront of digital transformation in the real estate industry. With a history of embracing cloud-based solutions and automated processes, the company has evolved from early online agreement signings to a fully automated, paperless workflow. This case study explores how prime Property Care overcame its challenges with document automation and leveraged Docupilot to streamline processes, boost productivity, and enhance overall operational efficiency.
Challenges Faced Before Using Docupilot
Before adopting Docupilot, Prime Property Care experienced several key challenges:
- Time-Intensive Manual Processes: Generating a single tenancy agreement manually used to take around 30 minutes, involving a three-step process: data gathering, manual document input, and sending documents for signing.
- High Costs and Overpriced Solutions: The company previously relied on WebMerge. However, after WebMerge’s acquisition by Formstack and subsequent price hikes, the costs became unsustainable.
- Email Deliverability Issues: With their domain security hardened, Docupilot’s automated email delivery system encountered SPF/DKIM challenges. This affected the seamless communication of documents until a viable workaround was found.
How Did Docupilot Help Prime Property Care?
Transitioning to Docupilot revolutionized the way prime Property Care handled its document workflows. Here’s how:
- Streamlined Automation: By integrating Docupilot into their processes, the company drastically reduced document processing time—from a laborious 30-minute manual task to just 5 seconds per tenancy agreement.
- Seamless Integrations: Docupilot’s API capabilities and built-in integrations (especially with Signable) allowed for a smooth transition from data entry in the CRM to automated document generation and signing.
- Enhanced Productivity: With the entire document flow automated and error-prone manual interventions minimized, prime Property Care now processes 30-40 agreements per month, saving up to 20 hours of work.
- Customer-Centric Adaptability: The tool’s “set up and forget” nature provided a reliable and hassle-free experience, enabling the team to focus on other critical business operations.
Docupilot Features That Solved the Challenges
Prime Property Care benefited immensely from several standout Docupilot features:
- Robust API Integration: The ability to easily connect with existing CRM systems and trigger document creation directly from their internal processes proved invaluable.
- Built-In Zapier Support: This allowed for further automation across diverse applications, ensuring data flowed uninterrupted between systems.
- Signable Integration: The quick turnaround and official record-keeping provided by Signable was a key factor, especially when direct email delivery faced compatibility issues.
- Reliable and Flawless Performance: With minimal downtime and a “set up and forget” philosophy, Docupilot continuously delivered consistent, error-free results.
Key Results
- Dramatic Time Savings: Document processing time reduced from 30 minutes to 5 seconds per agreement.
- Increased Efficiency: Handling 30-40 agreements per month, resulting in up to 20 hours saved each month.
- Error Minimization: Automated workflows significantly reduced human errors in document generation and handling.
- Cost-Effective Solution: Transitioning from overpriced alternatives ensured better budget management without compromising quality.
- Improved Customer Experience: Enhanced integration capabilities provided a smoother experience for both the internal team and their clients.
Prime Property Care's digital transformation journey, powered by Docupilot, highlights the true potential of automation in modernizing traditional business processes. By addressing key challenges head-on and leveraging cutting-edge features, the company has set a new standard for efficiency, reliability, and cost-effectiveness in the real estate industry.
For more insights on leveraging document automation in your organization, keep up with our blog and discover how tools like Docupilot can transform your workflow. Book your Demo now!
