Customer stories from across the globe

The Company

PC Futures is a web- and app-based IT business located in Suffolk, United Kingdom. They offer business-centric IT advice and services to local businesses such as Barton Electrical, a specialized contractor that services businesses and homes.

The Challenge

Barton Electrical required an e-signature solution to simplify the validation process for their onsite work. Using traditional pen and paper to complete the procedure meant that documents had to be sent back and forth, a process that began taking up valuable time, delaying payment schedules, and affecting the company’s productivity. Another frequent occurrence was receiving documents in poor condition back at the office: their engineers would often be working on-site in all weather, rendering their timesheets quite tattered by the time they were submitted. In an effort to protect their revenue and improve their overall performance, Barton Electrical reached out to PC Futures to find an e-signature solution that their engineers could adopt quickly and easily to smooth out the process.

How is Signeasy used?

PC Futures created custom-made Contract templates to be loaded onto the Barton Electrical engineers' iPads and other mobile devices. These templates were integrated into the Signeasy app, enabling staff to make annotations live from customer's worksite. Once the onsite work was complete, the client would sign the form, validating the work from the customer's end to settle payments quickly and without delay. Pictures of the work were also taken at the time, for times at which the clients paying the bill were not able to be present during the engineer's visit.

Benefits

No more damaged, lost, or misfiled documents

As soon as Barton’s work is completed, the signed timesheet and corresponding pictures are emailed to the accounts team to be processed and invoiced. Engineers used to complete the sheets manually, carrying them around all week and bringing them to the office every Friday. Now, they add annotations to the floor plan, take pictures of the finished work, and attach said pictures to the document along with other supporting information taken onsite – all in real-time.

Quicker payments

Invoicing no longer takes an entire week, as work orders are saved to Dropbox on the spot and invoices are processed immediately.

Human Resource control

The immediacy of the new digitized process also enables the company to keep track of their employees. A timestamp is generated with every client visit.

Offline signatures

Some clients are located in areas where there is no internet connectivity. Fortunately, this does not require a return to traditional paperwork. Barton electricians can use Signeasy to fill work orders offline and save them as drafts to be finalized at a later time.

"The solution which PC Futures delivered in conjunction with Signeasy has saved us money and streamlined our back office and engineer's processes. It has saved us considerable amounts of money and improved efficiency."

— Barton Electricals

The Company

Dalhart Independent School District, based in Dalhart, Texas (USA), provides education for elementary and high school students from grades K-12. It spans five campuses in Dalhart City and unincorporated portions of Dallam and Hartley Counties.

Dalhart ISD started using Signeasy to expedite their hiring processes. Kathy Winchell, HR Director of Dalhart ISD, successfully reduced the process of enrolling teachers for the new school year from 4 weeks to 10 hours.

The Challenge

The hiring process at Dalhart was long, involving many touch points that were difficult to keep tabs on and manage effectively. Contracts and letters of reasonable assurance (LRA'S)* had to be prepared months in advance, and were sent out to teachers via the post office. It took the HR department at least 4 weeks to have the signed copy of each contract returned to the office – only then could they continue with the administrative process.

* A letter of reasonable assurance (LRA) states that the substitute employee is assured of employment in the coming school year.

How does Signeasy help?

Contracts and LRAs are prepared and uploaded to Dropbox. The HR Director then heads to the 5 DISD campuses to meet with the employees to be enrolled for the next school year. Kathy travels light: all she needs is her iPad to access the documents, which she imports into Signeasy so they can be signed on the spot. She usually spends 1 to 2 hours at each location – proof that a process which used to take months from preparation to actual filing of contracts has indeed been reduced to a 10-hour task at most.

Benefits

Efficiency

Finalizing an employment contract is so much quicker now that employees are able to sign on the spot, There is no longer a need to spend time sending paper copies, waiting, and following up.

Saves time

Previously, DISD spent weeks waiting for contracts and letters of assurance to be returned before finally filing them. This cumbersome process has now been collapsed into a task that takes no more than 10 hours.

Digital workflow

Documents take a few short minutes to sign, and thanks to Signeasy's cloud integration capabilities, they are immediately saved to the cloud, where they can easily be retrieved by anyone in the department.

The Company

Business Jet Access is based out of Dallas Love Field, Texas. They offer premium staffing, fleet management, and maintenance services for elite private aircraft owners. Their clientele depends on Business Jet Access to completely understand and implement governmental regulations, pilot management, maintenance and billing processes.

The Challenge

When your business runs 35,000 feet above the ground, regulations and protocol are indispensable. Any given day at Business Jet Access, at least half the planes are flying. There are flight logs, rate approvals, payment approvals, work orders, and FAA paperwork to fill and sign. Which means that pilots, operations team, and maintenance department are always fielding requests for approvals and sign-offs on paperwork.

Flight Operations Manager Meagan Neumann quickly realized that relying on traditional paperwork was seriously impeding the efficiency of her team, posing the following key challenges.

• The maintenance teams found it difficult to sign off and track documents because each document would change hands frequently.
• Pilots need to get signed approvals when substituting for a colleague - any delay in this would mean grounding the flight until the documents are in order.
• Turnaround time for approval of payments was long and cumbersome to track by the accounts team.

The Solution

With its easy-to-use interface and ability to allow multiple workflows, Signeasy was perfect for Business Jet Access. The Dropbox integration also meant it could seamlessly fit into their existing processes.

Faster, easy to track and FAA compliant inspection process

Signeasy works across devices, which means that the pilots can now quickly fill in and sign their discrepancy logs on iPads. The detailed audit trail for each transaction ensures that everything is easy to track, with no element of the paperwork missing or incomplete.

No delays in flight take-off

Pilots use Signeasy for the mandatory approval to substitute for another pilot. This brings down the turnaround time for the approval and consequently, any delay in the flight take-off.

Faster payments processing

Accounts team can now process payments much faster as self/in-person signing empowered pilots to immediately send signed approvals for expenses.