How Advanced Roofing Systems uses PandaDoc to create contracts in <30 minutes

The challenge 

Advanced Roofing Systems, a fourth-generation commercial roofing company, faced significant hurdles in their contract management process. Their sales team often spent hours compiling information and creating proposals, with lengthy turnaround times and poor document quality hampering their efficiency. They needed a document management solution that would streamline their contract creation and signing process to move faster and close deals quicker.

The solution

PandaDoc revolutionized Advanced Roofing Systems’ contract management. By leveraging PandaDoc’s robust features, including template builders, approval workflows, and e-signature, Advanced Roofing Systems now easily and efficiently generates contracts. The user-friendly interface and automation features allow the company to finalize agreements quickly and securely.

With PandaDoc, Advanced Roofing Systems has cut down their time to create a contract to less than 30 minutes and improved their contract turnaround time from days to same day.

Getting stuck at signing

Efficient and versatile operations are the backbone of Advanced Roofing Systems, a dynamic family-run commercial roofing company exclusively designed for business-to-business interactions. They provide high-quality roofing solutions backed by decades of experience and expertise. But they were facing slow sales processes and struggled with document management.

As Advanced Roofing Systems’ Administrative Manager, Karina Alvarez knew she needed a solution to the sales team’s challenges in creating and managing agreements. The business structure requires them to handle numerous contracts with varying complexities, which was complicating document management and slowing operations. Sales representatives spent a significant amount of time manually gathering information, creating contracts, and navigating a cumbersome approval process — not to mention struggling to read illegible returned documents.

Alvarez outlined the situation: “The time it took for them to get a contract signed was astronomical. Getting that document filled out the way we had it was in Word document or a PDF. And then the turnaround time, the execution of the contracts and getting them to the clients. And then the clients had to print them and sign them, and then scan them back or fax them, and the quality of return on those contracts was horrible.”

This time-consuming workflow meant the sales team was struggling. The search for a seamless proposal creation software became a priority.

Optimizing multiple workflows with PandaDoc

After thorough research and comparison with other tools, Advanced Roofing Systems chose PandaDoc to revolutionize their contract creation process. After reviewing solutions including Acrobat Sign and Nitro Pro, the decision came down to PandaDoc or Docusign, and ultimately PandaDoc stood out due to our robust feature set, pricing approach, and dedicated customer support. 

PandaDoc offering a dedicated account representative was a crucial factor in their decision. “The key point was the ability to have a dedicated rep, which Docusign could not give to me. I want one person who knows my account, who knows our company, who if I have a problem or something I can go to, and I don’t have to go through five people to get answers. So that was huge for us,” Alvarez said.

Advanced Roofing Systems integrated PandaDoc into their workflow, starting with the sales team and gradually adding HR and production. The platform’s user-friendly interface and powerful e-signature led to quick adoption across the company.

PandaDoc’s versatile features, including templates, automatic field detection and assignment, data auto-fill, folder integration, and expiration settings with reminder features, have proved invaluable to Advanced Roofing Systems. In particular, “the approval workflow process is fantastic,” Alvarez said. 

Transforming contract management and boosting efficiency

Partnering with PandaDoc has significantly impacted Advanced Roofing Systems’ operations, particularly with contract management. By leveraging PandaDoc’s powerful tools, the company has experienced dramatic improvements in several key areas.

First, PandaDoc has drastically reduced Advanced Roofing Systems’ contract creation time. Alvarez shared the remarkable improvement: “A contract can be done in less than 30 minutes now, on our end, where it may have taken a couple of hours previously.”

Second, PandaDoc has sped up contract turnaround time on both the salesperson side and the client side, enabling same-day returns instead of days or even weeks. Alvarez noted: “Our contracts are coming back much quicker than they used to. We could probably get a contract back same day, where before it may have taken one to two days to get back — or even a week — because it got lost in the fax, or the customer got in the email and then forgot about it.”

Third, PandaDoc has significantly enhanced document quality and readability, streamlined approval, and improved the customer experience. “Now we can fill [a contract] out digitally. It’s very clean. It’s readable. And it can be emailed straight to the client, and no matter where they’re at, they can sign it,” Alvarez said.

Overall, the PandaDoc-driven efficiency boost has had a ripple effect throughout the company. 

“That’s quicker revenue, getting those processed. That means we’re getting deposits in the door more quickly. We’re getting them on the schedule more quickly. We’re getting them done more quickly. We’re getting the end result revenue more quickly,” Alvarez reported.

Partnering for continued success

Advanced Roofing Systems’ experience with PandaDoc extends beyond just the product features. The company values the ongoing support, check-ins, and partnership they’ve found in PandaDoc, which has been crucial to their success with the platform.

PandaDoc has positioned Advanced Roofing Systems to focus on what matters: expanding their presence and freeing up valuable resources to focus on their core mission and growth goals. As they continue to leverage PandaDoc’s powerful features and dedicated support, Advanced Roofing Systems is ready for ongoing success.

Ready to streamline your contract management process and boost your operational efficiency? Book a demo with PandaDoc today.