The main challenge in working with contracts: reducing the time to fulfill contracts
The problem in a nutshell:
- increased time to start order processing,
- lack of continuity in sending back contracts from contractors,
- incomplete documents,
- time-consuming negotiations.
Tronik company most often concludes such documents as service contracts, annexes and assignments. The lack of continuity resulting from contractors sending back incomplete contracts, and sometimes even a complete lack of communication on the part of customers, significantly increased the time to start order processing. Salespeople had to personally go to the contractor to pick up the necessary documents and then deliver them to Customer Service. Archiving such a large number of documents was also quite a challenge. Employees had to carefully store the documentation and protect it from third-party access.
The solution: Templates creator in Pergamin and an electronic archive
After deciding to sign contracts online, the company decided to set up several test accounts on platforms available on the market. The most important challenges set for the contract creation program were to get contracts signed by customers faster and minimize the risk of sending back incomplete contracts to streamline the closing of deals. Two weeks later, after completing thorough research, the Tronik team unanimously selected Pergamin.
Templates creator, which provides the ability to create your own interactive reusable document template with the ability to add comments, played a decisive role. The transition from the traditional form of document preparation to the electronic version was not a major problem. It was a matter of assimilating Pergamin’s functionality and switching to online contracting and electronic workflow.
The result: streamlining and speeding up processes related to the implementation of the services offered
Tronik made the decision to sign contracts online in order to optimize and streamline processes related to the implementation of the services offered. Analysis and measurement of the company’s processes showed that the process of negotiating and concluding contracts in paper form was a time-consuming activity and generated unnecessary costs.
At Tronik, concluding contracts via the Internet accelerated the process of negotiating and concluding contracts, and thus influenced a faster start of service delivery.
The sales department initially struggled with customer doubts about the legal aspect of e-contracting. The value that eventually convinced customers of the reliability of the solution proposed by Pergamin was the signature certificate generated after the conclusion of the contract, containing all the necessary data to identify the signer. What’s more, the contract can only be signed via SMS after entering an authorization code that comes to a designated number, or by a qualified signature. Both of these solutions are secure and legal.
Summary
How does Tronik’s use of Pergamin evaluate its employees?
During my conversations with the team, I often heard that at first employees had some concerns about the transition to electronic documents. However, today we all talk about the fact that we can't imagine going back to work with a paper document. Pergamin has become one of the basic tools for work, and customers appreciate fast and efficient service. The introduction of online contract signing has greatly improved the flow of many processes at Tronik. Thanks to Pergamin, working with contracts is much more efficient. Today we are able to conclude a contract and start providing services in one day.
Ms. Magdalena Kamianowska is the liaison between Tronik and Pergamin. She supports the work of the Sales and Customer Service department and manages the platform within the Tronik organization. She also prepares and modifies templates according to users’ needs and expectations.
