By automating agreement creation, approvals, and follow-ups with eSigns, the growing enterprise company supported significantly more business activity without adding administrative work.
Growing Enterprise - Business Services Provider
Recurring business agreements, including agreement creation, approval, routing, signing, and storage
Manual document preparation, inconsistent templates, scattered requests, approval delays, limited visibility, and growing administrative workload
Reusable digital templates, automated data population, structured intake, workflow routing, approval automation, automated reminders, and centralized agreement tracking
Our client is a growing enterprise business services provider that manages complex customer, vendor, partner, and internal agreements across multiple operating teams. As its customer base expanded and new business units came online, agreement volume increased faster than the company's operations function. What had once been a manageable administrative task became a recurring dependency for sales, finance, legal, procurement, and customer success.
The operations team was responsible for turning incoming requests into accurate, approved agreements. Each request often required finding the right template, collecting missing information, copying data into multiple sections, removing irrelevant language, coordinating reviews, and tracking the document through signature.
The team was not struggling because its people lacked expertise. It was struggling because a growing volume of repetitive coordination work was consuming capacity that could have been directed toward higher-value operational improvements. Our client evaluated traditional eSignature and document workflow options, including larger platforms designed for broad contract lifecycle management and tools focused primarily on signing.
The client chose eSigns to address the operational bottleneck directly: agreement creation before signature. The team wanted a focused, accessible way to standardize documents, automate routine steps, and improve visibility without taking on a large implementation program or adding another layer of platform administration.
Growth created a predictable but expensive problem: more agreements were required to keep the business moving, but each agreement still depended on the same manual operations process.
The team needed to increase capacity without turning every increase in business volume into a staffing decision.
Agreement requests from sales, finance, procurement, HR, and customer teams all directed through a small operations group. As volume increased, routine document preparation competed with process improvement, reporting, and other work that required operational judgment. The team was becoming a production queue instead of a strategic business function.
Requests came through email, chat messages, shared documents, and informal conversations. Information was often incomplete, which forced operations staff to follow up before work could begin. The lack of a consistent intake process made it difficult to prioritize requests or establish a reliable turnaround time.
Preparing a standard agreement required locating a template, copying customer or vendor details, selecting the appropriate language, and reviewing the final document for accuracy. The work was repetitive, but it still required careful attention because small errors could create approval delays or rework.
Different teams kept copies of commonly used agreements in shared folders and personal workspaces. Operations had to determine which version was current before preparing a document, while requesters sometimes submitted outdated templates or modified language without realizing it.
Once an agreement was prepared, operations often had to ask whether a manager had reviewed it, remind signers to complete it, and investigate stalled requests. These follow-ups were rarely difficult individually, but together they created a continuous coordination tax.
Requesters could not reliably see whether an agreement was waiting for information, being prepared, under review, or out for signature. They contacted operations for updates, interrupting the team and making it harder to identify the requests that genuinely needed escalation.
The business expected agreement volume to continue increasing as it added customers, partners, and operating activity. Hiring more coordinators might have temporarily increased capacity, but it would not have solved fragmented intake, inconsistent templates, or manual tracking. Leadership needed a process that could scale more efficiently than adding people to repetitive work.
eSigns delivered a repeatable agreement workflow that began with structured request intake and continued through creation, review, signing, and storage. Instead of treating every agreement as a separate task, our client turned recurring document work into a controlled process with standard templates, clear ownership, and automated tasks.
eSigns structured intake capability gave employees a consistent way to submit agreement requests and provide the information required to create them. Required fields reduced incomplete submissions, while standardized request details provided the operations team enough context to begin work without lengthy email exchanges. This resulted in fewer clarification cycles and clearer work for the operations team.
With eSigns, our client created approved reusable templates for the most frequently used agreement types. Teams no longer had to search shared drives or rely on personal copies to find the right starting document. Operations could maintain a controlled set of templates, improve consistency, and reduce the risk of using outdated language.
eSigns used structured information from each request to automatically populate recurring agreement fields. Customer, vendor, employee, and business details no longer had to be copied manually into multiple sections of a document. As a result, it reduced preparation time and prevented manual errors.
Different agreement types and business conditions could follow the appropriate workflow in eSigns. Standard requests moved through the normal approval path, while agreements requiring additional review were routed to the relevant stakeholders. This prevented every request from going through the same level of manual handling, allowing the operations team to focus on exceptions.
eSigns routed documents to the right approvers in the required sequence and maintained a clear record of the approval path. Operations no longer had to manually determine who should review each agreement or maintain a separate tracker for pending approvals. Review responsibilities became easier to manage, and agreements spent less time waiting in individual inboxes.
The workflow sent notifications and reminders whenever action was required from an approver or signer. This reduced the manual follow-ups done previously by the operations team. The team still handled escalations when needed, but routine follow-up no longer depended on someone remembering to send another email.
eSigns offered stakeholders a clearer view of agreement progress and provided a consistent place to access completed documents. Requesters could check status without asking operations for an update, while the team could identify stalled agreements directly from the workflow rather than searching across inboxes. Executed documents were easier to retrieve, giving the business a more reliable record of completed agreement activity.
The biggest change was not just that documents were created faster. It was that our team stopped spending the day answering questions about where an agreement was, which template to use, or who needed to approve it next. eSigns gave us a process we could actually scale. We handled more than twice the volume with the same operations team, and the work became much more predictable.”
| Operational Area | Before eSigns | After eSigns |
|---|---|---|
| Agreement volume | Growing volume put pressure on the operations team | 2.4x more agreements processed without adding work pressure |
| Agreement preparation | Around 22 minutes per agreement | Reduced to 5-10 minutes |
| Request intake | Requests came through email, chat, and informal channels | Structured intake with required information |
| Template management | Multiple versions across folders and workspaces | Approved templates managed in eSigns |
| Data entry | Agreement details were entered manually | Recurring fields populated automatically |
| Approvals & signatures | Manual reviews, approvals, and follow-ups | Automated routing, notifications, and reminders |
| Agreement status | Requesters contacted operations for updates | Progress visible within the workflow |
| Operations capacity | 46 hours/month spent on repetitive agreement work | Time redirected to process improvement and higher-value operational work |
By implementing the eSigns eSignature document management system, our client increased agreement capacity 2.4 times while keeping its operations team the same size.
As the business continues to add customers, partners, employees, and operating units, eSigns digital document management software gives it a practical way to handle more agreements without increasing administrative work at the same pace.
Moreover, our client can extend the same approach to additional agreement types and departments, expanding automation as the business grows, without taking on the complexity of a large transformation program.
Power up your operations and let eSigns handle the hassle. Enjoy an AI-powered electronic document management solution built for your business. Be Smarter, Be Faster — with eSigns.io.
Questions? Email us at sales@esigns.io
