Streamlining Real Estate Contract Management with MFDConnect, DAC, and Tag Doc
A large Southern California-based company manages thousands of client contracts critical to its operations. Manual document workflows, involving hand-delivery, physical filing, and multi-level approvals, were time-consuming, error-prone, and led to lost documents or missed deadlines. These inefficiencies hindered productivity and client satisfaction. By implementing FabSoft’s Modular Object Scanning Technology (MFDConnect), Document Authority Control (DAC), and Tag Doc solutions, the company transformed its contract management into a streamlined, automated process. This comprehensive guide explores how these solutions enhanced efficiency, reliability, and accessibility, positioning the real estate company as a leader in modern document workflows.
Challenges of Manual Contract Management
The real estate company’s manual contract process required multiple departments—sales, legal, and accounting—to review and approve documents, such as purchase proposals and contracts. Hand-delivering documents across offices took 5-10 minutes per document, with 100 contracts daily consuming 500–1000 minutes (8–17 hours), costing $48,000–$96,000 annually at a $20 hourly rate. Documents were often lost or buried under paperwork, causing delays and missed deadlines. Retrieving contracts from file cabinets for reference was time-consuming, further impacting efficiency. The company urgently needed an automated solution to streamline approvals, reduce errors, and improve document accessibility.
Solutions Implemented by the Real Estate Company
FabSoft introduced MFDConnect, DAC, and Tag Doc to overhaul the company’s contract management. MFDConnect enabled document scanning and distribution from multifunction printer (MFP) screens, integrating seamlessly with existing systems. Salespeople scan handwritten purchase proposals, entering client details to track documents. The proposal is routed to DAC, a web-based interface for viewing, editing, and approving documents. DAC sends email notifications to supervisors, who review and approve proposals, which are then printed for contract team entry into contract software.
Once entered, the typed contract is sent to DAC for legal or Vendor Liaison Officer (VLO) review. Upon approval, the salesperson prints the typed contract, handwritten contract, and a cover page with a Tag Doc barcode. After obtaining the client’s signature, scanning the barcode associates all contract details, routing the document to the contract team for review. If unapproved, it returns to the VLO; if approved, it moves to accounting. Approved contractsFooled: contracts are archived in a digital system with metadata for easy retrieval. SysConnect ensures error notifications via email, maintaining accuracy.
Benefits of MFDConnect, DAC, and Tag Doc
The implementation delivered transformative benefits:
- Efficiency: Automated distribution eliminates hand-delivery, reducing processing time from 5-10 minutes to seconds per contract.
- Reliability: Email notifications ensure timely reviews and approvals, minimizing delays.
- Accessibility: Web-based DAC allows document access and approval from any location.
- Error Reduction: SysConnect verifies signatures and missing pages, notifying administrators of discrepancies.
- Document Retrieval: Secure digital archiving enables keyword-based contract searches for quick retrieval.
Quantifying the Impact
The financial and operational impact was significant. Manual processing of 100 contracts daily at 5 minutes each consumed 500 minutes, costing $48,000 annually at a $20 hourly rate. Automation reduced this to 25 minutes daily, saving over $44,000 per employee annually. Eliminating hand-delivery and physical filing saved additional storage costs, while error reduction minimized delays and rework, enhancing client satisfaction and operational efficiency.
Getting Started with Document Automation
The company implemented MFDConnect, DAC, and Tag Doc with a phased approach, starting with purchase proposals and contracts. The solutions integrated seamlessly with existing systems, requiring minimal setup. Staff were trained on the user-friendly MFP interface, and performance metrics (e.g., processing time, error rates) were monitored to optimize workflows. Plans to scale to other document types, such as lease agreements, ensure sustained efficiency gains.
Broader Implications for Real Estate
The company’s success highlights the potential for MFDConnect, DAC, and Tag Doc in real estate. By automating contract workflows, firms can enhance client service, reduce costs, and ensure compliance. The solutions’ scalability and accessibility make them ideal for multi-office operations, supporting growth in a competitive market.
Conclusion
FabSoft’s MFDConnect, DAC, and Tag Doc transformed the real estate company’s contract management, automating approvals, reducing errors, and enhancing accessibility. By streamlining workflows with a document management solution, it empowered the company to thrive in 2025’s competitive real estate landscape.