Colonies automates their leasing process with PandaDoc API

The challenge

Colonies’ previous document management process was manual, time-consuming,  and hindered their ability to get their properties leased. The company tried to provide a digital experience for their tenants by eliminating the need to manually send documents for eSignature outside their platform. Instead, they realized they needed a  solution that allowed tenants to complete the leasing process entirely within the app.

The solution

Colonies integrated PandaDoc into their custom leasing platform. PandaDoc’s API Integration allows them to generate documents automatically within their Property Management System (PMS). This includes creating dynamic lease documents tailored to specific countries, and automatically generating and sending documents out for signature using PandaDoc’s API. The integration created the exact online leasing experience they sought, with documents processed directly in their platform. 

Addressing a disjointed leasing process

Colonies is a technology-driven real estate start-up focused on addressing the shortage in the rental market by offering high-quality housing solutions. They manage co-living spaces across several countries, allowing tenants to enjoy amenities without the complexities of traditional rentals. With a commitment to easy digital experiences for every stage of tenancy, Colonies leverages software to create a unique and fully digital leasing experience for tenants.

Colonies struggled to create the fully integrated leasing experience they desired. Traditional eSignature solutions had limited integration capabilities between the eSignature solution and their custom-built application and didn’t provide the fully integrated customer journey they desired. 

Colonies began evaluating alternatives and chose PandaDoc for its ability to customize leases based on features and locations of their flats, and its robust API integration capabilities that could enable them to easily integrate document management with their custom application.

Improving the online leasing experience

Colonies integrated PandaDoc with their Property Management System (PMS), bridging the gap for tenants when selecting a property and signing required documents. The integration allows applicants to go through the entire leasing journey online — from selecting a residence on the Colonies website to submitting an application, receiving a response, and obtaining all necessary information for moving in. 

“The deep integration with our leasing platform provides on-demand document generation for various countries and asset types without manual intervention,” Thomas Guillot, VP Digital at Colonies said. “Tenants sign their lease documents, and we add our signature, resulting in a legally binding document that happens inside our platform.”

Every step, including accessing the apartment and receiving keys is managed on Colonies’ in-house PMS, eliminates the need for in-person interactions. As a result, Colonies has created a true digital transformation in the real estate leasing sector.

Custom PandaDoc templates for each property

Colonies uses PandaDoc templates to simplify the creation of custom leases tailored to different apartment types, countries, and legal requirements. With templates, Colonies can quickly generate leases that incorporate necessary clauses and details pertinent to each specific location and property type. No matter what country, legal requirements or unique nuances of the property, Colonies has created a PandaDoc template that generates automatically within their platform. 

This significantly reduces the time spent on drafting individual documents and minimizes the risk of errors, giving Colonies a fast, reliable, and standardized leasing process across its diverse property portfolio.

Legally binding tenancy agreements with PandaDoc

When dealing with applications for renting a property, there’s an essential list of documents required for official procedures. Tenants must typically provide proof of identity and address, evidence of income or taxable earnings and other sensitive information. It’s crucial that this information is handled with the utmost care, ensuring its security and integrity. With PandaDoc, Colonies ensures that every piece of information is handled properly and provides peace of mind to both parties involved in the leasing process.

“The security of our tenants’ sensitive information is paramount. PandaDoc allows us to confidently automate the drafting of forms, knowing that our tenants’ data is protected throughout the entire leasing process,” Thomas Guillot added.

Colonies reduced time spent getting signatures by 25%

Previously reliant on a slow, manual approach to document management, Colonies’ process now takes as little as 15 minutes with the automation provided by PandaDoc’s API. The integration automatically tracks document statuses, sends notifications to tenants and internal teams, and facilitates a smooth booking and leasing process. Colonies’ PMS system, now closely integrated with PandaDoc, has enhanced the tenant experience and reduces admin time spent sending documents.