Customer stories from across the globe

At a glance

Mercure Hotel Suites & Apartments in Dubai faced operational challenges with handling thousands of physical contracts and collecting signatures. By using Signeasy’s eSignature and contract workflow capabilities, they successfully digitized their operations and eliminated approx. 10,000 printouts, and reduced the contract turnaround times.

With Signeasy’s template feature, they ensured consistency and compliance across contracts, sped up the sending process, and reduced the risk of errors. The tracking feature helped them see how contracts progressed and identify where they got stuck. This improved operational efficiency and enhanced the overall experience for staff and clients at this leading hospitality establishment. 

Mercure Hotel: A blend of comfort and innovation

Nestled in the vibrant center of Dubai, Mercure Hotel Suites & Apartments is a top hospitality choice with 1015 well-appointed suites and apartments. 

Recognized for its dedication to an exceptional guest experience, it has received prestigious awards like the World Luxury Award for Luxury City Serviced Apartments and the Best Hotel Apartments at the Arabian Travel Awards 2023. 

Whether you’re a traveler or a business professional, Mercure Hotel provides a perfect combination of comfort and excellent service in the heart of Dubai.

We spoke to Mercure Hotel’s Fonyuy Youla Emile, IT Manager, who steers the technological transformation within the hotel to gain insights into the ongoing initiatives and advancements in their contract workflow operations.

Tackling high-volume paperwork and inefficient contract workflows

Fonyuy outlined all contract workflow challenges the team faces. First, they handled a high volume of paperwork, dealing with tens of thousands of printouts monthly. This slowed down transactions and incurred high paper, ink, and power consumption costs. In addition, many of their guests hail from outside Dubai, leading to slow approvals and potential delays in closing critical deals.

Ensuring contract consistency according to company policies included manual intervention. Folks were internally implementing changes in the contracts, making it hard to track them and ensure that they adhered to company policies.  

“Our contract workflows typically include five signers on average, possibly reaching double digits depending on the document’s complexity. The lack of visibility into the contract’s progress and where it’s stuck made our workflows complex.”~ Fonyuy Youla Emile

Fonyuy and his team initially considered Adobe Sign to streamline their paperwork. However, it was found to be tailored for larger enterprises with extensive budgets. Signeasy stood out due to its user-friendly interface and cost-effectiveness. 

“After evaluating options like Adobe Sign, we chose Signeasy for its competitive pricing without compromising functionality. It’s not just about cost savings; it’s about getting the same electronic signature capabilities at a more affordable rate. Signeasy has become integral to our sales, accounts, and procurement teams’ day-to-day operations.” said Fonyuy.

Mercure Hotel started using Signeasy in 2022. Currently, they use eight seats (all active) on Signeasy, highlighting the platform’s widespread adoption. The procurement team uses it extensively to get signatures from guests and send justification letters, FFNL letters, etc. The finance and sales teams primarily use it for reviewing and signing documents.

Mercure Hotel’s strategic move to Signeasy’s eSignature and contract workflow solution

Mercure Hotel turned to Signeasy, which initiated a shift to digital processes. The platform effectively tackled the challenge of reducing paper usage and associated costs by digitizing the end-to-end contract signing process. 

Streamlining turnaround time and contract approvals

The most remarkable change lies in the turnaround time for contract processing. With Signeasy, the once laborious task of signing, sending, and tracking physical contracts has transformed into a seamless digital process. Fonyuy notes that the processes that used to take weeks are now completed in days. 

Signeasy introduced in-depth visibility into the contract progress and sent automated reminders, ensuring smooth collaboration and timely approvals, even with multiple stakeholders involved. 

“With an average of five signers per contract, sometimes reaching as high as 10 or 11, Signeasy has simplified our signing process. The ability to track the document’s progress in real-time and easily follow up with signers has significantly reduced our contract completion time.”, says Fonyuy.

Template feature to maintain consistency

A standout feature for Mercure Hotel’s team is Signeasy’s template functionality. Fonyuy appreciates the ability to create templates aligned with company policies, ensuring consistency across documents used by different teams and users. 

Fonyuy said, “Signeasy’s template feature ensures our documents adhere to company policies. It’s a must-have for us, as it streamlines our processes, maintains consistency, and prevents unauthorized changes. This feature has been crucial.” 

Before Signeasy, the absence of standardized templates meant documents could deviate from established guidelines, risking discrepancies and non-compliance. With this feature, the admin (in this case, Fonyuy) sets up templates conforming to company policies and shares them with the team. The team selects the appropriate template, inputs new information, and sends it out for signatures. 

Signeasy and Mercure Hotel: partnering for operational excellence

The impact of Signeasy on Mercure Hotel’s daily operations has been remarkable. Emphasizing the reduction in paper usage, Fonyuy estimates saving up to 10,000 printouts monthly. 

The streamlined contract workflows ensure consistency and adherence to company policies, eliminating potential errors. Real-time visibility into document statuses empowers the team, reducing delays and improving efficiency in a multi-signatory environment. 

“Signeasy’s impact on our organization is twofold — cost savings and efficiency. Beyond just reducing paper and printing costs, the platform has streamlined our contract workflows. It has brought visibility into the signing process, making it easy for our teams to manage and expedite contracts. Signeasy has truly transformed how we handle documentation.”, adds Fonyuy.

As they continue to earn accolades for their excellence in the hospitality sector, Signeasy remains an invaluable partner in their commitment to providing top-tier service with a modern touch.

Summary

‍SupportYourApp faced challenges in signing and managing many legal documents across multiple geographies and time zones, leading to delays and inefficiencies. They needed a scalable and flexible solution to streamline their contract workflows while ensuring security and compliance. Signeasy emerged as an all-in-one platform that organically met their requirements. With Signeasy’s intuitive interface and automatic reminders, SupportYourApp improved signing and managing contracts without interruptions or process bottlenecks. SupportYourApp processed various documents, such as NDAs and service agreements, with confidence and enhanced productivity.

Challenge

SupportYourApp, based in Ukraine, is a Support-as-a-Service company that offers augmented customer care and support services to growing startups and tech companies worldwide. Operating from multiple geographies and time zones, they deal with customers and partners from across the globe. One of the pressing challenges they faced was signing and managing a big chunk of legal documents, contracts, and agreements daily. This often resulted in delays and inefficiency of business processes.

SupportYourApp works with various types of documents like NDAs, service agreements, SOWs, Data processing agreements, model releases, assignment agreements, UPD forms, and more. They wanted to improve and simplify their contract workflows to make them faster and more convenient. SupportYourApp wanted a solution that could grow with their needs and be easily adaptable. Their priority was to find a flexible and scalable solution that could be customized to address their pain points while being cost-effective. Ensuring security and compliance with the latest regulations was also crucial for them.

Solution

The team discovered Signeasy and found it to be an organic fit for all their needs. With Signeasy, SupportYourApp could easily sign and send contracts, agreements, and more. Signeasy’s automatic reminders helped them stay on top of pending signatures resulting in faster contract closures. Signeasy’s user-friendly and bug-free interface multiplied the ease of signing and managing documents without any hiccups. The team actively uses Signeasy’s web app to execute key contracts across senior leadership and departments like business development, administration, and more.

Security was also one of the major reasons why the team chose Signeasy. Since SupportYourApp is ISO certified (ISO 9001) and stays at the top of the security game to prevent data breaches, Signeasy’s robust security measures align well with their business requirements. Signeasy’s encryption, multi-factor authentication, and authorization protocols help the team at SupportYourApp protect documents from unauthorized access, breaches, and cyberattacks.

Result

Signeasy’s powerful capabilities and intuitive features boosted SupportYourApp’s confidence in signing, sending, and managing contracts online—from the web and mobile apps. Signeasy helped them increase productivity, enhance customer experience, and contribute to environmental sustainability by providing a secure, efficient, and user-friendly platform. The team leverages the power of Signeasy reminders to follow up with the stakeholders who haven’t signed the documents yet and get contracts closed faster. The team highlights that after using Signeasy, the business processes at SupportYourApp have become more optimized and efficient than ever. 

Summary

SAMSA, one of the growing IT services providers in the US, needed an eSignature and contract automation solution as their customer interactions were taking a hit because of outdated quoting processes. Their traditional quoting processes required their clients to print, sign, scan, and email or fax the quotes back to the team, which led to operational delays and frustration. They started using Signeasy API to plug contract automation capabilities into their processes and create richer and more fruitful experiences for their customers. 

Company

SAMSA is an experienced US-Based IT services provider offering a wide range of services, starting from Computer and IT support and Application Development to Web Development and Hosting. Whether residential computer users or large corporations, SAMSA has the knowledge and expertise to cater to their unique IT needs. What started as a “one-man band” providing software development for small businesses has grown into an enterprise offering a wide range of services to over 250 clients in Michigan and throughout the U.S. The team thrives at the intersection of three core values they believe in— timeliness, creativity, and integrity. 

Challenges

Many business workflows at SAMSA involve processing quotes for their products and services. Most of those quotes turn into orders from customers, which have to be accepted, documented, and processed by multiple stakeholders. They would also turn into purchase orders, resulting in back and forth between vendors across geographies. That means different time zones.

Though the team had an automated system in place to process accepted quotes and feed them into their ordering system, it wasn’t as efficient as it should have been. The reason for this was their cumbersome quoting process. The quotes went out from SAMSA to customers by email, and they had to print, sign, scan, and email/fax them back to the team. This created huge inconvenience for their customers and sabotaged their level of engagement with the SAMSA team. It slowed down the quote acceptance process and impacted customers’ ability to do business with them. 

Things got worse when the pandemic hit and forced everyone from SAMSA to work from home, resulting in limited access to fax machines. They started looking for a modern, intuitive eSignature and contract management platform which they could easily integrate into their ERP system. 

From one pain point to the other, they chose the eSignature and contract workflow automation software that is loved by growing businesses globally — Signeasy. 

Solution

SAMSA chose Signeasy because of its ability to interact seamlessly with its native platform, allowing them to automate processes. The robust API endpoints allowed them to manage all aspects of sending and processing documents, including transmitting documents for signature, automatically reminding customers of pending quotes, and withdrawing offers once a quote had expired — all within their ERP system. Signeasy’s webhook support also ensured that their systems were instantly notified when customers accepted quotes, irrespective of the time when it happens. The flexible pricing of Signeasy helped the team navigate smoothly through ever-changing requirements and not fall prey to unnecessary overages.

After implementing Signeasy into quoting/ordering processes and being satisfied with the results, SAMSA further plugged the platform’s capabilities into their annual agreement renewal processes. The team was happy with increased productivity and started exploring other areas for implementation, such as offering eSignature processing for their app and web development clients, who contribute to a major chunk of the revenue.

The effectiveness of Signeasy in simplifying interactions with their clients was something that stood out for the SAMSA team. They realized this when a lot of customers started appreciating their improved processes and shared anecdotes of how happy they were with the faster turnaround time of processed quotes. Signeasy also helped the team save time, bring down administrative costs, and become a paperless ecosystem.

Summary

The HR department at TransCold Distribution dealt with hefty paperwork. It led to many operational delays with back and forth between managers and employees for getting critical documents signed. The TransCold team could foresee how digital contract workflows can eliminate the need for paperwork and simplify processes across departments. Hence, they sought a modern contract workflow and eSignature platform that could enhance process efficiency and boost team productivity.

Company

TransCold Distribution has been one of the leading providers of best-in-class distribution, storage and warehousing services, with customer service as their utmost priority. TransCold made its mark over the years as one of the largest distributors of ice cream, frozen, and dry foods, with clients spread across Alberta, British Columbia, Washington, Oregon, and Southern California. Their vision has been to provide the best services in distribution, storage, and warehousing across North America with customer satisfaction being at the core of what they do. 

Challenges

TransCold’s HR function needed an intuitive platform to digitize tons of documentation related to new hires and employees and eliminate the use of paper. Having paper-based contracts was deteriorating the experience for the HR professionals and employees alike, taking a massive toll on employee engagement. They started using DocuSign to plug digitized contracts into their ecosystem, but realized that it wasn’t the right fit for their needs and did not offer value in the long term. That’s when they started looking for a solution that brought them the best of both worlds: eSignature and contract workflow management capabilities at a flexible price point.

Solution

To future-proof its HR department and get rid of paper processes, the TransCold team chose Signeasy. For them, Signeasy’s eSignature and contract workflow platform not only met a temporary need — it streamlined the process of getting over hundreds of employee and applicant documents signed but also helped them do it in a matter of days. The team no longer had to deal with messy scanned, printed documents and chase managers or employees for signatures. 

From DocuSign to Signeasy: Choosing flexibility, empathetic support, and transparent pricing

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When they started looking for a strategic partner to streamline contract workflows, TransCold realized that Signeasy’s pricing model is thoughtfully designed for fast-growing businesses like theirs. Unlike DocuSign, there was no fear of hidden pricing or overages adding up. They also realized that by choosing Signeasy, they don’t have to upgrade to the enterprise plan for availing HIPAA or dedicated support. They could get access to a customer success manager, whether they required 5 licenses or 50. With features that are barely used and exorbitant pricing, the team reached a conclusion that DocuSign was no longer the right fit for them. 

The number of hours saved by the team per day has been significant over time, and they have realized immediate returns on investment. The team is happy with the impact Signeasy is creating as a product and the support they get for accommodating their ever-changing business needs. From there, the team started plugging Signeasy into more complex corners of HR and are excited thinking about how else they can use Signeasy across other departments down the line. 

Summary 

Calastone, the world’s largest global funds network, wanted to simplify contract workflows for its clients, reduce costs, and eliminate the use of paper. Previously, they had managed contracts the traditional way — print, sign, courier to the client, and wait for the signed copy to be sent back. Not only did they dedicate time and effort to wasteful supplies like printers, ink, paper,  courier costs, and storage, but they also needed to manually track and manage documents on the move. Introducing Signeasy into their business ecosystem for signing, sending, and managing contracts turned out to be a game-changer for the Calastone team.

Company 

Calastone is a leading global funds network connecting financial organizations worldwide. It aims at helping the funds industry transform through innovative ways of reducing frictional costs and lowering operational risk. Their mission is to make investing more accessible and generate opportunities for the industry to deliver greater value for the investor. 

With over 3,500 clients in 54 countries and territories, Calastone is headquartered in London and has offices across Luxembourg, Hong Kong, Taipei, Singapore, New York, Milan, and Sydney. 

Challenges 

Calastone used pen-and-paper systems to send contracts to their clients, leading to significant time and money wasted on physical delivery models. With contracts running up to 20 pages, any minor issue, such as a typing error, would require repeating the entire process. This took up a lot of time and manual effort, and contradicted Calastone's mission to automate the funds industry. That’s when the team realized that going digital is the best way ahead.

Solution 

Calastone chose Signeasy for its easy-to-use interface and excellent customer support. Different departments at Calastone, including the People group, Legal, Finance, Marketing, and Administration, use Signeasy to send documents for signature to internal and external parties. The team uses Signeasy’s MS Outlook integration for signing, sending, and managing documents securely and directly from the inbox. 

With Signeasy, the turnaround times on critical documents such as contracts, order forms, service amendments, and NDAs came down from days to minutes. The team uses Signeasy mostly on desktops; however, they have also started using it on their mobile devices for managing documents seamlessly anytime, anywhere. The Calastone team appreciates the quality of support offered by Signeasy and how they always feel heard, along with a feasible solution in sight. Analytics Dashboard, Multi-Admin, Two-Factor Authentication, and Automatic Reminders are a few of the many Signeasy features that the Calastone team uses extensively.  

With Signeasy, the team has been able to import contacts directly from Outlook inbox, thereby increasing the speed and making it more efficient to collect signatures from clients. Calastone also benefits from Signeasy’s audit trail, which offers excellent visibility into actions taken by the concerned signing parties on important documents.

Summary

Our story dates back to that fine day Saurabh Kumar, CEO of GMR Cargo, took the radical decision to eliminate cumbersome paper-based processes that hampered efficiency and productivity across different functions. From that point on, there was no turning back. When the CEO’s office realized the number of resources wasted in signing, reviewing, and finalizing paper-based documents, it became the catalyst for a highly rapid digitization process. Signeasy was the perfect fit for GMR cargo to enter the world of eSignatures and digital document workflows swiftly and securely. 

Company

GMR Group is one of the fastest-growing infrastructure enterprises in the world, with experience spanning three decades. Using the Public Private Partnership model, the GMR Group has leveraged its core strengths to implement multiple iconic infrastructure projects across India successfully. GMR Hyderabad Air Cargo (GHAC) is a 100% subsidiary of GMR Hyderabad International Airport Limited (GHIAL) and offers a range of cargo handling services, including both physical handlings and documentation services.

Challenges

GMR’s Cargo division wanted to digitize document workflows and bring paper trails to an end, once and for all. Before Signeasy, the CEO had to go through the cumbersome paper-pen loop of approving/signing important documents, many of which needed his immediate attention. This process was time-consuming and led to bottlenecks and slow decision-making. The old-fashioned physical workflow of executives bringing tons of documents and collecting signatures in person was too tedious and high on manual effort. 

Solution

Enter Signeasy — The GMR Cargo team was able to adopt Signeasy’s intuitive eSignature solution quickly and kickstart their vision of digitizing document workflows. From the CEO’s office to departments like IT, Operations, and Security, Signeasy helped the teams eliminate wet-ink signatures and drastically reduce document turnaround times. Signeasy is used to sign critical documents and approvals directly from the CEO’s office, which has led to faster decision-making and a more secure signing process. It has helped various departments within GMR Cargo digitize signature workflows for documents like NDAs, vendor invoices, agreements, PO (purchase order), PR (purchase requisition), and more.

In their own words, the GMR highlighted three reasons they chose Signeasy: ease of use, ease of doing business, and reliable customer support. Signeasy makes it easy for the GMR Cargo staff to sign and send documents even when they are outside the office and beyond work timings. From CEO to executives, everyone at GMR can access Signeasy anywhere and from any device to sign critical agreements within minutes. Before Signeasy, a typical workflow took almost a week for multiple stakeholders to sign and close a document. However, after Signeasy, it has come down to around one day. The intuitive workflows and reminder notifications sent to stakeholders have significantly reduced the signature wait times.

Summary

Since its inception in 2020, MagicBell has been building the gold standard for useful notification experiences. Notifications, when done right, carry the power to create direction and drive action. As a remote-first business with employees worldwide, MagicBell could not rely on traditional paper-based document workflows for its HR, Sales, and Finance teams. This led them to Signeasy, which has become an integral part of their departmental workflows today, making it easy to sign, send, and manage essential and critical business documents.

Company

In an always-connected world with endless distractions, MagicBell was born to curate impactful notification systems that can be built lightning-fast. The company’s mission is to empower product teams worldwide to build relevant notification experiences. With a real-time notification inbox, MagicBell seamlessly delivers web-push, mobile, email, and in-app notifications for its users. The brand promises to offer a solution that is easy to integrate and run so that its customers can save time and money spent on coding efforts.

Challenges

From language barriers to cultural differences to time zone hurdles, MagicBell wanted to successfully navigate the challenges of managing a 100% remote team. Wet-ink signatures were a natural misfit for their business to operate remotely. They quickly realized the inefficiencies of the cumbersome pen-and-paper way for critical paperwork like NDAs, GDPR-related documents, etc. This led them to look for an eSignature solution that offers speed, ease of use, and security for their internal and external document workflows.

Solution

With Signeasy, MagicBell was able to quickly adopt and automate an eSignature workflow that was intuitive and efficient. Their learning curve with Signeasy was minimal, email back and forth was eliminated, and documents were signed within minutes. 

Mark O’ Toole, Head of Operations at MagicBell, stated that it was extremely easy to upload documents, define signees, and add signatures in required fields in a few clicks.

Signeasy enables MagicBell to continue offering its stakeholders a seamless digital signing experience while boosting the team’s productivity. Different departments across MagicBell, including HR, Sales, and Finance, use Signeasy for signing documents like NDAs, contracts, job offers, employment contracts, financial reports, quarterly reports, and more. While the product is being used primarily for external workflows at MagicBell, the team is also very optimistic about scaling its use for internal workflows.

Summary

Jüsto, the first 100%  online supermarket based in Mexico City delivers fresh fruits, vegetables, pantry staples, and other groceries to consumers in Mexico and Latin America. When the pandemic placed an unprecedented demand on online grocery businesses, Jüsto tactfully responded to it without compromising on the quality of service. To keep up with this expansion, they needed an easy and affordable eSignature solution to further streamline core business processes such as new hire onboarding and supplier management.

Story

Founded in 2019 with a mission to disrupt the Latin American grocery industry, Jüsto, an online-only supermarket chain has transformed the way food is delivered. They take pride in partnering with local suppliers and international brands to deliver fresh produce and basic household essentials at their consumers’ doorstep. Jüsto offers its customers the convenience of placing orders online through its website or app.

The company saw exponential growth of 800% in the last two years and are now planning to expand their footprint and launch operations in Colombia, Peru, Ecuador, and more.

Challenges

Jüsto promises to deliver convenience and the freshest produce to their customers. To make this happen, a lot of backend logistics around sourcing and delivering across various regions needed to be in place.  And it is no secret that with rapid growth comes new operational challenges such as setting up warehouses in new locations, finding and working with local logistics partners, and hiring new employees. Relying on paper contracts and manual processes meant delayed internal and external approvals. Jüsto’s Head of Finance and New Business, Andres Subia, quickly realized that the traditional paperwork workflows didn’t fit the Jüsto business model, and digitization was the only way to scale. 

The Solution

To reduce document turnaround times, better track leasing contracts with warehouse owners, and make the agreement and onboarding processes more straightforward and secure, Andres Subia turned to Signeasy, the easiest eSignature solution built for high-growth teams.

Meeting the demands of expansion 

Before using Signeasy, HR, finance, and warehouse operations teams at Jüsto relied heavily on paper-and-pen signatures for all contracts. This inhibited their rapid expansion plans and had them stuck in the loop of manual paperwork.

Now, with Signeasy, teams can initiate proposals and send contracts directly to the customer for signature, automatically receive it back and share it with the stakeholders or partners for a much faster and more convenient experience.

Delighted to do away with the complex “signing on the dotted line” process, the finance team uses Signeasy to quickly sign off on budget approvals and the Supply Chain Management team signs and reviews new warehouse lease contracts in near-real-time without errors. 

The expansion team uses Signeasy’s intuitive web app to sign contracts with local suppliers and purchase new vehicles so that they can keep up with the demands of huge volumes of customer orders. 

Signeasy simplifies new-hire paperwork

Right from the start, Jüsto recognized how crucial it’s for a business to provide a digital hiring experience to secure top talent and facilitate the onboarding process. Instead of the print, sign, scan, and fax/courier workflow — everything is now done online with Signeasy! 

The HR department offers a smoother signing experience by rolling out offer letters, NDAs, and other important documents directly from Signeasy. With standout features such as reusable templates, instant status visibility, and the ability to sign anywhere, anytime, on any device, the HR team is able to seamlessly hire new drivers and warehouse employees without breaking a sweat. 

By automating the HR workflows, they cut down a great deal of time spent on performance reviews. Signeasy has drastically reduced the number of days it took from signing the performance evaluation form by the employees to the final approval by the manager. No more extending the deadlines for review submissions over and over again!

As Jüsto grows and looks ahead, the management is considering adopting eSignatures for supply chain operations to build a robust and highly efficient supply chain and hyper-local logistics operation. 

Summary

Ruwacon is a leading construction company in South Africa made up of different divisions: construction, infrastructure, plant, scaffolding, housing, and a specialized division that builds clinics in rural Lesotho. COVID-19 created a need for the company to evolve their approach to internal document workflows into a streamlined, digital solution. One of the management team’s main goals was to choose an eSignature software that would be easy to implement and easy for the staff to use.

Story

Founded in 1999 by Pieter Ruthven, Ruwacon started as a small business that mainly worked on traditional repair and maintenance projects. Soon, it grew into a multidisciplinary company that deals with large general building projects including military and police barracks, criminal forensic laboratories, airport renovations, and so on.

With rapid expansion to over 50 active sites in South Africa, Ruwacon has run into a few growing pains when it comes to their document administration – namely mobility, legal recognition, security, and accessibility.

Challenges

The finance department at Ruwacon deals with extensive review and approval processes for internal documents. With stakeholders spread across the country, it was difficult to collect signatures for important documents without a centralized hub to get things done. COVID-19 only made things worse by putting a strain on people’s ability to travel from place to place.

Approvals were moving at a snail’s pace, which is a particularly large issue for finance departments: delays like these can lead to issues with invoicing, cash flow, and payment processing.

All told, this speed bump in their approval process was starting to affect their team’s efficiency.

Solution

Hansie Rheeder, the Financial Director at Ruwacon, was the catalyst who brought Signeasy to Ruwacon. He had already been using the Signeasy iOS app for some time in order to handle his personal document needs. So, when the management team decided it needed a quick and easy solution to fast-track approval processes, he immediately recommended Signeasy as the best choice for the business.

After vetting the software and finding that it checked every box, Ruwacon was ready to revolutionize their business with eSignatures. Specifically, our highly competitive, transparent and affordable pricing and mobile-friendly interface sealed the deal. Now, the senior management team sends contracts, building project documents, and authorization letters to stakeholders with Signeasy, and receives all the necessary approvals in minutes.

The team is delighted to see quick results with Signeasy.

Summary

Icelandair, the iconic European airline soars high among players in the travel and hospitality industry. Being a multi-billion dollar company with stakeholders and employees across the globe meant a diverse set of important documents and contracts signed on a regular basis. When they realized that Signet, an Icelandic digital signature system, was too complicated to get signatures from people who didn’t live and work in Iceland or didn’t have access to an Icelandic electronic ID, they turned to Signeasy.

Story

Founded in 1937, Icelandair is the flag carrier airline of Iceland and its brand  stands for simplicity, reliability and passion.  This translates to their important network of operating 600+ safe and reliable flights to 40 destinations on both sides of the Atlantic.

Icelandair is loved for its excellent customer support and innovative value proposition of promoting Iceland as a layover destination for flights between Europe and North America.

Challenges

Addressing national restrictions

Before Icelandair signed up with Signeasy, they were using an Icelandic digital signature system called Signet to collect signatures. Each time a signature request was made, they had to open the notification and approve the request. The users were required to have an email address and phone number, Icelandic registry number (kennitala), and valid digital certificates. 

For a multinational firm like Icelandair, this process had started to become a regular inconvenience especially because they had many of their C-suite staff,  board of directors, and partners spread across the world. 

Without these Icelandic digital certificates, it was exceedingly difficult to add new people to the system, which meant that many of the staff working outside of Iceland were unable to sign and send documents out for signature.

The search for a world-class solution  

Icelandair needed to replace Signet with an eSignature product that is easy-to-use, reliable, and adheres to all the security and compliance requirements of the EU. The finance, accounts, and the procurements teams needed a solution that was flexible, offered excellent customer support and allowed them to send unlimited documents for signing.  

“It was really frustrating when so many systems we looked at started charging extra to sign more documents,” said Birgitta Bender, Internal Solutions Manager (IT Department).

Icelandair looked at this new eSignature solution as a way to transition into a modern workflow, given the airline’s worldwide growth, and the opportunity to enhance employee and partner experience significantly. And so they set out on a mission to streamline processes, and to cut time spent on collecting signatures.

As the IT and procurement team at Icelandair scoured the market for a solution, they found plenty of potential platforms, but they came with very poor customer reviews. This was a business-critical solution that involved multiple workflows internally and externally, so the team was particular on choosing an eSignature platform that put customer centricity and support above all else. 

Solution

A modern eSignature workflow for an iconic brand 

A simple Google search led Birgitta Bender to Signeasy. With a reputation for excellent support and onboarding, Signeasy was the obvious choice for Icelandair. 

“When we looked up Signeasy, we were delighted to see a lot of great customer reviews on many software review sites. We instantly knew who would be our perfect match.”

Signeasy’s intuitive user experience significantly sped up Icelandair’s onboarding process, and the teams find it delightfully easy for a number of different use cases.

• Vendor agreements
• Service agreements
• Staff contracts
• Financial reports
• Supplier contracts

Their financial operations team uses Signeasy to collect signatures from auditors, get financial statements signed by the board of directors, and for critical partnership contracts with hotels brands  and service providers. The procurement team uses it for various Services Agreements, Crew Transportation Agreement Contracts, etc. The IT department uses Signeasy for signing vendor agreements and other documents in adherence to their cloud-based safety, quality, and risk management system—ASQS.

Signeasy helps Icelandair rapidly prepare documents, collect signatures, set approval flows, and also follow-up automatically, thus streamlining workflows, and making lives easier. C-suite executives living outside of Iceland use Signeasy to sign important documents within minutes any time, any place and from any device. 

In addition to ease of use, Birgitta Bender was further impressed at how much time the company has saved with electronic signatures.

Summary

Long before the pandemic, Freo identified a need for a contactless documentation solution to lighten the HR team’s workload. Then, when COVID-19 turned the world on its head, the company ultimately decided on Signeasy to seamlessly take their paperwork and onboarding online. 

About the company

MoneyTap, a Freo product, India’s first app-based credit line, is more than just a personal loan or credit card service: it’s a personal credit line that aims to make this service accessible to millions of Indians who have had trouble securing funds. Operating in more than 40 cities with over 10 million users, this personal lending platform aims to provide data-driven, affordable, and flexible app-based credit lines to many more middle-class Indians in the coming years.

Challenges

Before the pandemic, like countless companies around the world, Freo's MoneyTap was manually sending important documents like offer letters, onboarding paperwork, and legal/financial paperwork out for signature. 

However, as an organization with 300 employees and international operations, the team was wasting tons of time sending files, following up, printing copies, filing paperwork, and locating hard-copy documents for audits. 

To sign documents themselves, employees depended on pen-drive signatures (a digital ID stored on an external USB key). Converting each file to a PDF document, entering a PIN, manually sharing it with signers, and saving various versions of each document in local folders was a headache for the HR team.

Additionally, it was a struggle to get important documents signed by the entire board of directors. The same document had to be shared with 12 different people to collect 12 different signatures, which required ZIP folders and endless correspondences.

In light of these inefficiencies, Freo's MoneyTap needed a much more streamlined way to quickly approve documents, collect signatures from multiple stakeholders, and cut down on tedious admin. 

The solution

The CEO and head of HR agreed they needed an eSignature solution that was straightforward and simple to use for every team member – whether tech-savvy or otherwise. Since Signeasy routinely receives top marks for ease of use, our solution was a natural fit for their needs. 

After implementing eSignatures, the HR manager and her team reported that they were saving significant time on admin and other tedious routine tasks. Plus, thanks to the Signeasy document cloud, important files are only ever a click away – no more sifting through file folders and stacks of paper when an audit request comes through.

“Signeasy saves a lot of time. It’s easy and flexible for stakeholders both inside and outside the organization. Everything gets done flawlessly within 20 to 30 minutes.”

What’s being signed?

• Founder/CEO uses Signeasy to sign and share confidential documents with board members
• HR team collects eSignatures for offer letters and other onboarding documents
• HR and finance teams have the app downloaded on their devices to keep track of documents they’ve sent out for signature
• Compliance and legal teams are currently onboarding the solution and looking forward to securely simplifying their workflows
  
  

Traditionally, onboarding can be divided into 4 phases. There is the initial development, ongoing process and training, retention and then finally comes separation. But what happens to these dynamics between an employee and their employer when all of this is remote?
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As any HR professional will tell you, paperwork never goes away. Whether it is remote onboarding or exit, we can make sure you have all the tools that you will need to make sure the communication and contracts are just as smooth, even remote. Check what we recommend and what our partners and integrations have to offer to make your onboarding experience easier.

Learn how one of our partners, KhataBook, an online business app that helps manage ledgers, turns to Signeasy to onboard new hires quickly!

Summary

When COVID-19 forced KhataBook's entire team into a remote work setup, their paper-based document processes were no longer going to cut it. They needed a digital solution – and fast.
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The Company

KhataBook builds utility solutions for India's thriving SMB sector. Their first product, an Android App that enables local businesses to record the credit they extend to customers using a digital ledger, went viral. The app has since been downloaded more than 10 million times. With an impressive suite of angel investors behind them and an unstoppable growth record, KhataBook found themselves outgrowing wet ink signatures and looking for a better solution.
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The Challenge

Like countless other businesses across the globe, KhataBook's digital transformation was catalyzed by COVID-19. The company had always relied on paper-based processes to onboard all of their new hires, and the same was true for any employee-related paperwork. If a contract needed to be signed, it was printed, marked with wet ink, and physically filed away. 

When the swift transition to remote work rendered that system unusable, KhataBook seized the opportunity to pivot to a digital solution. And while that decision may have been brought on by extenuating circumstances, it's one that will change their paperwork workflows forever.
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The Solution

KhataBook is currently using Signeasy to automate their internal HR paperwork processes – namely collecting signatures for employee agreements, new hire contracts, and provident funds.

One of their most-used features is our "template links," which is particularly handy for users who need a large number of people to sign the same type of document. For example, if you need hundreds of employees to sign a consent form, or if you're onboarding a cohort of a dozen new interns.

Instead of uploading a document to Signeasy and entering each signer's email address, KhataBook's HR team simply creates a document template, then shares the template link with everyone who needs to sign a copy. The link can be sent via email, messenger, even WhatsApp – whatever is best! 

As a company that often handles documents that are dozens or even hundreds of pages long, KhataBook is also a frequent "fields" user. Fields indicate where signers need to provide information, which helps reduce errors, omissions, and unnecessary back-and-forth.