Minimizing environmental impact is a key priority for Heimstaden. Several of the estates in Heimstaden’s portfolio already hold international BREEAM certification, demonstrating their compliance with stringent sustainable construction and environmental protection standards. In line with this commitment, the company continues to adopt innovative solutions.
This approach extended to lease agreements as well.
Heimstaden sought to reduce the manual, paper-based processes involved in document management and automate a system that previously caused delays. Pergamin, a platform for generating documents and attachments online, provided the solution.
The challenge: the protracted process of preparing and finalizing a contract with a new tenant
Problem at a Glance:
- Manual, offline preparation of agreements using a word processor.
- Re-preparation of documents due to errors or omissions in required fields.
- Delays in obtaining signatures, requiring additional client meetings to finalize agreements.
- Increased costs associated with paper-based contracting (printing, courier services, agents’ time).
- Contracting process misaligned with the company’s sustainability policy.
The contracting process before the implementation of Pergamin:
Solution: Establish a Workspace for Teams and Utilize Modular Contract Templates
- Seamless implementation of an electronic contract workflow system.
- Personalized training provided to Heimstaden employees.
- Creation of modular contract templates for tenant agreements.
- Implementation of SMS-based document signatures for contracts.
- Improved organization and access to all tenant agreements.
- Significant reduction in administrative costs.
An Organization in Pergamin has been prepared for Heimstaden employees, which is currently divided into eight Teams. The Teams are assigned names according to the locations of the housing estates.
Each Team has access to both the documents that have been transferred to Pergamin and the templates specially developed for them. Currently, the templates prepared for Heimstaden by Pergamin’s implementation department include:
Lease agreements for premises, which are concluded in Polish or in a bilingual variant (Polish/English);
A lease agreement that includes provisions for single or double rent;
Agreement in a version with or without a discount;
Agreements to lease agreements;
Parking space lease agreements;
The Contracting Process After Implementing Pergamin:
With Pergamin’s templates, agreements can now be concluded with both Polish and foreign tenants. Employees managing contracts at Heimstaden can also attach PDFs to any contract that requires additional documentation.
Before the implementation of the electronic workflow platform, each team used multiple, complex premises lease agreements. These agreements existed as numerous .docx templates, each tailored to specific cases.
Pergamin simplified the process, reducing it to just four templates:
- Single tenant lease agreement (Polish)
- Premises lease agreement for double rent (Polish)
- Premises lease agreement for single rent (Polish and English)
- Premises lease agreement for double rent (Polish and English)
Additionally, the person preparing the document on Heimstaden’s side can instantly specify whether the agreement will be discounted or non-discounted.
Interactive contract templates allow employees to conveniently add fields to complete the data of additional tenants and use predefined fields (for example, selected text fields are completed by default with the possibility of editing them, as is the case with the purpose of the lease). Thanks to several conditions in the template, when you select an option from the drop-down list, the appropriate fields are substituted for completion.
What does this look like in practice? For example, after selecting “YES” for a parking space, the data on the number of spaces, numbers and data of cars are displayed. This gives the customer and the Heimstaden employee control over how extensive the contract will be.
Efficient online document handling process for institutional rental companies
Thanks to PRS companies such as Heimstaden, the quality of handling the tenant contracting process is entering a higher level. Pergamin has significantly reduced the time from the creation to finalization of leases with new tenants. Automation helps reduce errors that occur during traditional workflow management and significantly reduces administrative costs.
Sending contracts for electronic signature enhances transparency, minimizing the risk of misunderstandings between parties. Implementing a platform for electronic contract management also enables seamless integration with other business systems (e.g., real estate management software), creating a more consistent and efficient workflow.
What’s the most important takeaway? Reducing the use of paper and other resources in the contract process! Companies that embrace paperless solutions not only support sustainability but also become more appealing to their customers.
