Calculate Your Potential Savings With DocuSign System Of Agreements in 3 EASY STEPS!

Unless you’ve been living in isolation well before COVID-19 started, you must know that DocuSign is the leader in the digital signature space. Their software allows you to place documents in a digital envelope and send it for the signature to anyone in the world. By implementing the DocuSign System of Agreements, businesses can save a ton of time and money.

In this post, you will learn how to calculate the potential savings you can actually realize in your current System of Agreements. DocuSign allows you to send any document in a digital envelope to collect information, signatures, and even payments from your recipients.

The cool thing is that the people you’re sending envelopes don’t need to have a DocuSign subscription, they can use it on their desktop or mobile devices. Even without using their mobile app, the user experience is great, allowing your customers to do business with you on the go.

 

Your Current System of Agreements

 

Your business has a System of Agreements, whether you’re aware of it or not. If you’re not aware of it, it’s probably not very efficient… and costly! For a lot of businesses, that includes email threads, lost attachments, spreadsheets, or worse… paper, and a lot of copy-paste-print-scan-send-back. Now if you think that it’s expensive: your system costs you much more.

 

Alright, So How Can you Calculate your Savings?

Let’s just jump on solusign’s website and find the Calculate the form of your potential savings. It looks like this:

docusign system of agreements savings calculator

  • Think of a use case that involves sending a form or contract, like a sales proposal sent by sales reps, for example. 
  • Enter the number of these agreements your team (or yourself) send on average every month
  • Enter the Time it takes your sales reps to prepare, send, act on, and manage the proposal.
  • Enter the Hourly rate you pay the team members involved in the workflow.

 

Let’s Do the Math…

Let’s say your reps spend 45 minutes on each proposal. And you pay your sales rep $30 per hour, your current System of Agreements is costing you $10,800 per year!

 

Now, if we introduce DocuSign System of Agreements to your workflow and save half of that time (and that’s a very conservative number) you’re saving $5,400 per year per rep. And that’s just the beginning…

  • With DocuSign, your sales cycle is also reduced, because you’re making it easy for your customers to do business with you. They don’t need to have a subscription and can sign anywhere on any device.
  • You’re not forcing them to print documents at their work when their manager isn’t watching or worse, swapping their lunch break for a trip to the nearest post office. I’ve worked with clients who saved 60, 70, sometimes even 80% of the time that was previously spent before implementing a new DocuSign System of Agreements.

How does the DocuSign System of Agreements save you all that time?

Obviously, getting rid of paper and email plays a big part but DocuSign allows you to send envelopes in just a few clicks using Templates. You can use templates on any documents, whether the information your documents contain need to change or not. 

For now, what you need to know is that they can help you send documents in a couple of clicks and can be integrated with other software like Salesforce or any other CRM. In short, the DocuSign System of Agreements allows you to automate your workflow.

 

How Much does DocuSign Cost?

The biggest mistake I see my clients make is to rollout DocuSign to just one use case and still use legacy processes in other departments. So if you’re using it for Sales, great, but don’t stop there; your HR and Legal team will also appreciate it. And if you’ve already paid for an annual subscription with DocuSign, you might as well use all the envelopes you’ve paid for!

DocuSign has various plans and charges you per envelope, and the cost will range from $10 per month to a couple of thousands per year, it just depends on what you need.

To find the right plan, I strongly recommend that you get in contact with us so that we can point you in the right direction. If you want a more accurate estimation of how much you could be saving, you want to make a list of all business processes that require a form to be filled out or a signature and use the ROI calculator.

 

So, What’s Next?

If you haven’t yet, sign up for a DocuSign trial so that you can start sending your first envelopes and get in touch with us so that we can strategize the rollout! I can assure you, your bottom line will thank you!

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Learn How To Use DocuSign To Send Documents In 5 Easy Steps [VIDEO 2020]

 

How To Use DocuSign To Send Documents

DocuSign envelopes work in a very similar way to your ‘old-normal’ paper ones but, they’re much better. The main difference is that there’s no limit on the number of Word or PDF documents they can contain and they also automatically route to the next recipients. They allow to collect information, signature and even payments very quickly and can save you and your team a ton of time… and money!

If you’ve never used them before, Here’s your chance to learn how to use them, in 5 easy steps.

 

Let’s Use the Below Scenario as an Example

Let’s say you’re working as a sales representative for “Company X” and want to send proposals to clients via DocuSign and you want the following to happen: 

  1. The Client signs the proposal.
  2. You, as the sales representative countersign.
  3. The Accounts team should receive a copy of the signed document so that they can send the invoice to the client straight away.

 

Step 1: Upload Your Document(s) to DocuSign

The first step of the envelope preparation process is to upload the documents to DocuSign. Unlike emails, there is no size limit for each file and you can add as many files as you want.  You can even attach files that don’t need to be signed or filled out, they will just be displayed in the envelope.

create a fillable pdf in docusign 

Step 2: Add Recipients to Your Envelope

The next step is to add each person you want to receive or act on the document to assign them the right role. There are many “roles” you can choose from and DocuSign always assigns the “Needs to sign” role to all signers by default. This is the correct action for your client and yourself (remember, the sales rep needs to sign too). However, the accounts team doesn’t need to act on the document, so we will assign a “Receives a copy” action. Below is what it looks like:

 

Step 3: Customize Your Email Subject and Message

The default DocuSign email subject looks like this: “Please DocuSign your: [name of the file.docx]”. I also recommend updating the email subject and message. You can choose to display the same message for all recipients or customize it for everyone.

DocuSign email subject and message customization

 

Step 4: Add DocuSign Fields to Your Document 

The final step of the process consists of adding DocuSign fields on your document(s). Each field is assigned to a recipient and will indicate what action needs to be taken i.e. sign, initial, enter information, etc. In your proposal, you will need the following fields for yourself and the client.

  • Full Name
  • Date Signed
  • Title
  • Signature

Depending on who the DocuSign fields are assigned to, they will display different background color, so that you can easily tell who will need to act on them. In our example, we’ve got two recipients with a “Needs to sign” action, therefore all DocuSign fields are displayed in two colors; a color set for each of them. Now that you’ve added all the fields to the acceptance part of our proposal, it looks like this:

How To Use DocuSign To Send Documents

 

Step 5: Send the Document for Signature Using DocuSign

That’s it, you can now click on send to submit the envelope to your client. Now, we just need to wait until our client signs and the envelope will automatically be sent to us for signature. Following this, all recipients of the envelope will receive the signed version of the proposal by email, including the accounts team.

If you haven’t already, make sure to sign up for a free 30 day DocuSign trial using this link and start sending your first envelope today! And if you need help with your setup, send us a message using this link.

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Making the Move to Digital Signature

Unexpected Efficiencies

How businesses are adapting to life under lockdown and why Digital Signature may be a surprising advantage in the recovery?

New tech trends pop up every month, which even for small business owners opens up a can of worms. How do you know if you’ve backed a “winner” or if you’re just burning cash on a technology that will be as dead as a dinosaur in a few years? After all, some innovations get adopted at a lightning pace, others at a crawl, while others still never get off the ground.

Enterprise messaging (led by apps like Slack) has exploded over the past five years. Contactless payments — while booming in countries like Australia — still haven’t caught on in the US. It makes knowing which technology to trust for your business tricky.

When you throw in a global COVID-19 outbreak, you’re now dealing with even more change in an already shifting landscape. The lockdowns, social distancing, and obsessive focus on hygiene have spun society around, and nobody has felt it more than businesses big and small.

 

When Offline Goes Online

Every person and every business has been touched by the coronavirus in some way. Busy buildings are now empty. The usual hordes of workers commuting to the office have vanished. Once-bustling city centers have become ghost towns. Thousands of businesses have already closed their doors.

Those able to make the jump online have done so with varying degrees of success. During the lockdown months, communications technology kept us going with remote work, distance learning, and telehealth (just to name a few). Of all the technologies that make up our virtual society, Digital Signature has been a “Quiet Achiever”. A way to sign and complete agreements online.

It’s allowed businesses to keep things rolling along when activities like gathering in the office, mailing material back and forth, travel, and meetings have been impossible to do. The below graph represents Google searches for ‘Electronic Signature’ over the past 12 months:

 

While the Digital Signature market was valued at $1.53 billion in 2019, rapid expansion (with Asia Pacific expected to be the fastest-growing region) means the market is forecast to have exploded to $23.95 billion by 2030.

 

Beyond Digital Signature

As the pandemic left economies sputtering in the slow lane, Digital Signature suddenly streaked ahead: in some cases, by over 50% usage. While the lure of signing agreements without meeting in-person or handling papers was an obvious drawcard, it wasn’t the only reason to move online. DocuSign, a leader in the field, offers a platform that combines powerful tools around contract lifecycle management, document generation, and other functions that a system of agreement needs.

Features and functionality aside, it’s Digital Signature’s ability to tackle real-life challenges — especially in today’s world — that organizations want to learn about. For two businesses, in particular, DocuSign helped them not only untangle complicated processes struggling to cope with the pandemic but discover productivity gains that will last long after the lockdowns.

 

Property Agents Vs The Flood: Automation That Freed Hundreds Of Hours

As the lockdowns brought business to a standstill, money (or lack of) quickly became an issue. Property managers around the world soon faced a flood of rental reduction requests. While processing applications like these aren’t a property agency’s favorite thing to do (since a reduction or pause in rent costs them), requests typically don’t arrive en masse. An agent could spend hours working through one, but their low numbers meant that streamlining the process wasn’t a priority, until now!

 

Manual Mess

A large property management company in Sydney, Australia was faced with thousands of tenants asking for a discount or pause in rental payments. Unfortunately, the agency’s standard process to handle these requests was torturous…

  1. The Property Manager (or PM) gets an email from a tenant asking for a discount
  2. The PM asks them to provide information about their business, along with proof of earnings loss (such as bank statements or tax documents to help determine how much income they’ve lost).
  3. This often starts a back-and-forth between the two to get all the information.
  4. From there, the PM contacts the landlord to see what they could do to ease the stress of payments, such as pausing loan repayments or getting land tax discounts.
  5. The landlord investigates, then advises the PM what they’d found… leading to another chain of emails with attachments: a nightmare for managers trying to find a single file.
  6. That done, the PM prints out all the documents then follow a government formula to calculate how much the tenant should pay. This can take 30 minutes for a simple scenario, or hours for a more complicated one.
  7. With the discount calculated, the PM writes a rental relief report with a letter of recommendation to the landlord.
  8. If the landlord agrees, the PM sends a letter of offer with the new rental details to the tenant.
  9. If the tenant agrees, the PM creates a Deed of Variation to be signed by the landlord, tenant, and lawyer.
  10.  With the Deed signed, the PM sends the document to the accounts team to update direct debits and any other systems.

Property Managers had to “rinse and repeat” these convoluted, almost painful steps for each tenant. In the current circumstances, it was unsustainable.

 

Simpler Solution

To deal with the torrent of applications, the property agency turned to automation. A workflow using DocuSign and Microsoft Power Automate could drastically reduce the burden on Managers, but building the process would take technology-specific expertise.

Luckily, the agency found a team able to deliver exactly that. After that team analyzed the process, they took it online. Things still flowed much the same, but now took a fraction of the time and effort. After that team analyzed the process, they took it online. Things still flowed much the same, but now took a fraction of the time and effort.

  • Instead of buried in chains of emails, the PM now stores all documents for a request in one “envelope” they can easily access.
  • Each file is protected so only the relevant people can access them, with the Property Manager having universal access.
  • To send forms to either the tenant or landlord, all the PM has to do is click “Send” on the form they want.
  • The tenant and landlord can upload documents the PM asks for and complete their forms electronically.
  • Once the information is collected and the forms signed, the rental discount is calculated automatically, without the PM having to worry about it.
  • When the PM approves the discount (again, just a few clicks), the landlord and tenant both receive details around the rental relief.
  • When they’ve signed these documents, the system creates a Deed of Variation which can be signed digitally by each party.
  • Everything is now done, the workflow stores the details into a Google sheet that the PM uses to track the status of the application. When the application is finalized, the accounts team gets a notification to update their systems.
With around 2,000 applications to deal with, the cost saving was close to $150,000.

Once in place, PMs saved around two hours on each application. They no longer had to spend time digging through emails, crunching numbers, rummaging through forms, or tracing where an application was up to. With around 2,000 applications to deal with, the cost-saving was close to $150,000. Plus, both tenants and landlords had an answer much faster, giving them certainty on a subject that could get emotionally charged.

 

The Last Straw: Taking Complex Financial Contracts Online For Faster Sign-Off

For a Canadian equity investment fund and their advisors, the coronavirus was the straw that broke the camel’s back. The agreement process used to sign up new prospects to the fund — which involved face-to-face meetings and “snail mail” — was already slow and laborious before the pandemic. Now, they had new hurdles to jump.

 

Paper Problem

When it came down to it, the problem was the agreement itself: a long and intricate document that confused many prospective clients who wanted to invest. The sheer length of the agreement, plus the fact that it was used for different types of customers, such as individuals and entities, meant it was a labyrinth to navigate.

As a result, prospects often returned incorrectly filled out agreements. Advisors would send those agreements back with instructions on how to fix it… which the prospect would then resend, creating a paper “merry-go-round”. But when the coronavirus left some reluctant to touch mail packages for fear of contamination, double and triple-handling of paperwork wasn’t just inefficient, but seen as risky by clients and advisors.

Another pandemic-related issue that hit home was the signing of the agreement. Apps like Skype meant client meetings continued without a problem, but the paper agreements had to be signed with a witness who wasn’t a child or spouse: a challenging problem during the lockdowns (if not flat-out illegal, depending on the restrictions).

 

Moving into Digital

The equity fund saw the DocuSign platform as a digital answer to their paper problem. However, converting their complex agreement was more than basic templates or workflows could handle. So, they contracted a team to digitize the agreement and create workflows to automate as much of the process as possible. Once up and running, the new digital flow eliminated the big problems that bogged down the completion of the paper-based agreements.

  • Advisors now fill in the agreement with the client’s details post-meeting, to reduce the risk of errors.
  • They do this through Excel, which lets them upload multiple contract details into DocuSign and bulk send them to all their prospective customers.
  • Once a remote meeting finishes and the prospect agrees, the advisor collects the information they need and then prepares an envelope by uploading the information into DocuSign.
  • When the prospect gets the DocuSign letter, the details are already filled out. All they have to do is to follow the prompts to complete the agreement, as no witness is needed when signing digitally in Canada.
  • Prospects can also comment on any error before they sign, which the advisor can update online in a matter of minutes.

By moving to Digital Signature, the fund has all but wiped out error-filled agreements. The rare error is fixed in a matter of minutes online, instead of a week or two of emailing back and forth. And, instead of trying to find a witness to meet in person (a challenge during lockdowns), everyone can sign the agreement from their office, home, or even their mobile phone.

Most importantly for the fund, they’ve slashed the time between verbal agreement and a signed contract from two to three weeks to a mere 48 hours. The advisors who helped clients through the agreement saved four to five hours working on each application. As the fund sent out around 30 agreements every month, the cost savings with the new process added up to approximately $5,000 per month.

 

Business in The “New Normal”

Whether coronavirus is defeated in the next few months or is part of the “new normal”, the way businesses operate has changed for good. Technologies like Virtual Meetings and Digital Signature have reduced reliance on expensive, time-intensive activities like face-to-face meetings and travel. The unexpected outcome from businesses grappling with the pandemic has been the discovery of a new, more efficient way of working. Organizations who’ve gone all-in with these tools and technologies have inadvertently discovered a competitive edge as business ramps up again.

Digital Signature is a perfect example of this “Edgey” technology. What was simply a way to avoid in-person signing can serve as the bedrock to improve your systems of agreement, helping close agreements faster and find new efficiencies.

 

About Solusign

We’re a team of consultants that extract the ROI from DocuSign subscriptions for SMBs and deliver it on a silver platter. Solusign services include:

  • Template Design: Turn a Word, PDF, or paper form into a reusable DocuSign template prepared for implementation with any workflow your business already has in place.
  • Integration & Automation: Watch the information you collect via DocuSign flow magically into your Salesforce instance or your own choice of software. Automate entire workflows.
  • Consulting & Training: Need a wizard to guide your business down the road to efficient workflows based on the way your business already runs? Ask us about tailored training and workshops.

While DocuSign is a smart investment, implementation delays mean it takes longer to get your ROI. Plus, you may not optimize your systems of agreement, leaving some of your returns on the table. That’s where we come in.

We’re the world’s first consultancy that looks after everything to make sure your DocuSign implementation is delivering what you expect, from architecture to templates to remote training.

 

Want to find out more about what we do? Visit Solusign.

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Solusign Takes off as the World’s First E-Signature Implementation Specialist

Why close the deal tomorrow when you can do it real-time, remotely?

With the Covid-19 pandemic adversely affecting the business world, entrepreneurs, more than ever, have to revamp and digitize their approach with clients and customers. That is why Solusign is launching today as your partner for future-proof digital transaction solutions – keeping the business running and cash flowing.

Solusign is the world’s first specialist implementation consultancy that focuses on electronic signature, working primarily with DocuSign. According to Solusign CEO Sofian Saoudi, the company was developed to make software so simple and intuitive to use that business would think they run on ‘magic’. They design and implement advanced but easy to use software solutions with the help of best-in-class workflow automation and eSign products.

 

Frustration into Solution

Everyone in one way or another is a customer. We feel happy when things work out the way it should and get annoyed when the service provider fails to meet our expectations. However, Sofian is an exemption. He doesn’t just observe the challenges of the process nor lashes out when there are hiccups – he acts and rectifies for better efficiency.

Whether it’s about the process of the company I worked for, the ones my clients had in place, or the service I was receiving as a customer, my brain is always analyzing the way people are doing things and looking for improvements. — Sofian

 

This young Australian-based Frenchman is not your typical IT guy. He is a geek, yes, but he pays particular attention to user experience (UX), the pain points, and the fixes. He sees firsthand its moneymaking potentials.

 

Pioneering Venture

Employees spend an average of 50% of their time creating and preparing documents which badly affects their productivity. The delays of paperwork are another story. Imagine the hurdles of going back-and-forth with the documents from clients to HQ, and vice versa, just to get them amended, stipulated, and signed. What if a tenant needs to sign with another 5 co-tenants or 10?

How many days, if not weeks, will it take to complete the agreement? Turns out almost half of the paper printed in offices ends up being trashed by the end of the day, and companies spend more than $120 billion a year on printed forms. If businesses are to go green, this is definitely not the way to go. Sofian sees this as a huge problem that needs to be addressed.

Being a DocuSign wizard, Sofian founded Solusign with a mission to help big businesses and SMEs get immediate ROI on their tech stack – not tomorrow and certainly not next quarter. He aspires “to create automated, intentional, and efficient workflows” for his clients and their customers.

I want our clients to trust that nobody else cares much about the end result. Solusign’s values are centered around customer experience, including human-first design, on time every time, and QA fanatics. — Sofian

 

Why Solusign choose DocuSign?

As we go all-out paperless, collecting and managing eSignatures is critical in business transactions. Client agreements, contracts, customer payments, and order forms – these are just a few of the many documents that require eSignatures. More than 80% of businesses that use eSignatures confirm that they achieve ROI in one 12-month budget period and those with effective eSign use can do so within three months or less. Companies even gain 70%-80% efficiency enhancements after adopting eSignature and other digital technologies. Certainly, there are other eSignature makers in the market, but Solusign opts for DocuSign for reasons you, too, would concur:

 

  • Bank-grade security levels.
  • Ease of use. Anyone can sign a document using DocuSign
  • Versatile. Full of features that allow workaround on any tricky workflow
  • Authority. Looks very professional with a strong call to action for contract acceptance
  • No downtime. The platform is always up and running
  • Mobile friendly. DocuSign does a great job at rendering mobile-optimized content
  • Award-winning API. DocuSign is in a class for itself
  • Moreover, DocuSign has a suite of paperless office software and integrations.

Solusign is dedicated to ensuring your online documents and e-signature processing is as effortless, accurate, and intuitive as possible for you and your users. They have worked with businesses in the real estate, legal practices, recruitment, financial services, and healthcare industry.

The company’s Template Creation offerings include designing neatly formatted and fillable forms in your choice of PDF, .docx, or cloud-based format; and upgrading forms into a sleek DocuSign template configured and customized to your business workflow.

Solusign’s seamless eSign integration involves, but not limited to, Salesforce and DocuSign integrations. The company offers custom integration development and off-the-shelf solutions tailored to your business’ requirements. Also, Solusign provides training and ongoing support, even if you are managing a remote team.

Apart from being earth-friendly, there are ample benefits if you engage with Solusign:

  • Immediate ROI
  • Best-in-class expertise
  • Outside the box ideas
  • Keen attention to details
  • Make the most of all features 

Say goodbye to the time-consuming, influx of paperwork. Automate your entire business transaction. Whatever is the new normal after the pandemic, you know you can close the deals faster and make huge leaps in financial gain.

 

Work with experts, work with Solusign.

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