Executive Summary
One of our clients, a Canada-based property management company, specializing in managing and renting properties for owners, wanted to streamline their tenant applications, lease agreements, and associated document management. Their existing disparate systems and manual processes resulted in delays and a not-so-perfect tenant experience. By leveraging an integrated Zoho solution, the company significantly reduced processing time, improved the overall experience for tenants, and centralized all tenant-related data for improved efficiency.
The Challenge
-
Inefficient Application Handling: The company was using Zoho CRM for keeping track of tenant applications, leasing agreements, etc. The repetitive data entry between the website and Zoho CRM wasted staff time and risked errors.
-
Cumbersome Document Generation: The Property Agent was manually preparing lease agreements which hindered a fast turnaround, a crucial factor in a competitive rental market.
-
Disorganized Document Storage: Maintaining lease agreements and related documents across multiple platforms was disorganized and prone to compliance risks. And it was difficult to find them when required.
The Implementation
The Zoho-based solution involved website integration, application process automation, and streamlined lease signing:
-
Tenant Application Automation (Zoho Forms Webhook + Deluge): A streamlined web application form was developed within Zoho Forms for collecting interested tenant’s details. Automatic pre-filling of property details selected by Tenant enhanced user experience. Upon submission, a Deluge-powered webhook triggered:
- Creation of a ‘Tenant Deal’ within Zoho CRM
- Generation of contact records for new tenants, linked to the correct deal.
-
Lease Agreement Generation & Signing (Zoho CRM + Zoho Sign + Deluge): Lease agreements were personalized and dispatched by Leasing Agent to all associated tenants with one click. The tenant details were taken directly from the CRM leveraging Deluge, the Zoho Sign API and Zoho CRM API, this highly automated the process of creating and sending lease and tenant aggrement. Here Zoho Sign provided secure e-signature capabilities for quick and effortless agreement signing.
-
Centralized storage: As soon as Tenant, Owner and company staff all signed the required documents, they’re automatically stored within the relevant deal in Zoho CRM. This keeps everything organized. The leasing agent is then notified, allowing them to quickly initiate follow up processes.
The Result
-
Drastic Time Savings: The integrated solution drastically reduced processing time across all stages, freeing up staff to focus on higher-value tasks.
-
Enhanced Tenant Experience: Digital applications and frictionless e-signing created a convenient and efficient process for prospective tenants.
-
Centralized and Secure Record Keeping: Zoho CRM became the central repository for tenant data and agreements, promoting organization, compliance, and easy accessibility.
Key Takeaways
This case study highlights the potential of Zoho’s suite to automate complex business processes. Through the strategic use of Zoho Forms, Zoho Sign, Zoho CRM, and custom Deluge integrations, the property management company achieved a seamless, efficient, and user-friendly solution.
Tarini Consulting: Your Digital Transformation Partner
As a Zoho Authorized Partner, Tarini Consulting excels in Digitally Transforming your company. We help businesses leverage Robust Zoho System to streamline their workflows, optimize costs, and enhance security. Contact Tarini Consulting today and embark on your digital signature transformation journey!