.png)
Summary
For Policaro Group, delivering a premium customer experience extends far beyond the showroom floor. But behind the scenes, contract management hadn't kept pace with the company's growth. HR and leasing teams across seven dealerships relied on manual filing, disconnected document tracking, and time-consuming follow-ups that slowed routine processes and made collaboration harder than it needed to be.
By switching to Signeasy, Policaro standardized contract workflows across every dealership, replacing manual processes with shared workspaces, reusable templates, and automated reminders. The result: contract processing became five times faster, manual follow-ups were virtually eliminated, and teams now save up to 70 hours every month on administrative work.
The company
Founded in 1979, Policaro Group has grown into one of Canada's leading luxury automotive retailers, representing Acura, BMW, Jaguar, Land Rover, Lexus, Porsche, and Volvo across seven dealerships in the Greater Toronto Area and Southern Ontario.
While every dealership operates independently, HR and leasing teams work together to manage a steady flow of offer letters, employment contracts, leasing agreements, purchase agreements, and other business-critical documents. HR supports hiring and onboarding across the group, while leasing manages customer agreements, renewals, and contract follow-ups after a vehicle is sold.
Overseeing the technology that supports these operations is Marcin Freyberg, Vice President of Human Resources and IT, whose goal was to simplify document workflows without disrupting the way teams already worked.
Challenge
Growth across seven dealerships made contract management harder to scale
As Policaro expanded, contract management became increasingly fragmented. Each dealership managed its own paperwork, and once a document was signed, someone had to manually organize and file it in the correct branch folder. The process relied entirely on employees remembering where every document belonged, creating unnecessary administrative work and leaving room for delays.
Limited visibility and manual follow-ups slowed everyday work
HR felt the impact every time a new employee was hired. Offer letters had to be manually sorted, tracked, and filed for each dealership, while leasing teams managed a constant flow of customer contracts that required ongoing monitoring for signatures, renewals, and follow-ups.
There was also no shared visibility into where contracts stood. If someone needed to know whether a document had been signed or was still waiting for action, the only option was to ask the person managing it. Across multiple dealerships and teams, those interruptions added up quickly.
A complicated signing experience slowed adoption
The technology itself also created friction. Policaro had been using Docusign, but the team found it unnecessarily complex for everyday contract management. Preparing contracts took around 30 minutes before they could even be sent, and unsigned contracts often required up to two hours of manual follow-up before they were completed and filed.
Across approximately 35 contracts every month, what should have been a routine administrative task consumed nearly 90 hours of work.
Solution
Shared workspaces standardized workflows across every dealership
Rather than continuing to manage contracts separately across each dealership, Policaro adopted Signeasy as a single platform for preparing, sending, signing, and tracking contracts across HR and leasing.
The first change was introducing shared workspaces organized by dealership. Instead of relying on individual inboxes or manually sorting completed documents, every contract was automatically organized in the right workspace, giving authorized team members a shared view of contracts throughout their lifecycle.
Whether a contract was waiting for signatures, completed, or approaching renewal, teams could immediately see its status without sending emails or checking with colleagues. That visibility reduced delays and made collaboration much easier across multiple dealerships.
Automation eliminated repetitive administrative work
Automated reminders replaced another major source of manual work. Rather than spending hours following up with signers, reminders were sent automatically until documents were completed. What previously required repeated emails and manual tracking now happened in the background, allowing HR and leasing teams to focus on hiring employees and supporting customers instead of chasing paperwork.
Reusable templates also helped standardize recurring contracts across the organization. Teams no longer had to recreate the same contracts every time, making preparation faster while ensuring consistency across every dealership.
An intuitive rollout made switching easy
Just as important, the transition required very little change management. Policaro continued using its existing templates, integrated Signeasy with Microsoft 365 through single sign-on and SharePoint, and completed the migration with minimal disruption to day-to-day operations.
Results
Faster contract processing and more time for higher-value work
Today, Policaro manages contracts through a standardized workflow shared across all seven dealerships. HR no longer spends time manually sorting offer letters, leasing teams have real-time visibility into contract status, and automated reminders have replaced hours of manual follow-up.
The impact has been significant. Contract processing time has dropped from roughly two and a half hours to about 30 minutes per document, making the process five times faster.
Across the organization, teams now save up to 70 hours every month that were previously spent preparing contracts, tracking signatures, and filing paperwork.
Beyond the operational improvements, the new workflow has made contract management far easier for employees. Teams adopted the platform quickly, collaboration between dealerships has improved, and contract administration is now consistent across the business instead of depending on individual processes or manual effort.
For Policaro, simplifying contract management means more than saving time. It allows HR to focus on hiring great people, leasing teams to spend more time serving customers, and every dealership to deliver the premium experience the Policaro brand is known for.
