Some time ago I posted a question here asking for input on Docusign. I wanted to post a follow-up so as to provider other managers with information that might be helpful.
Please note: I am not connected to Docusign or Sitelink in any way beyond being a consumer of their services. I have received nothing special from either business to do what I'm doing here.
At this time, I have set up the Docusign free trial account, and have been using the free program for about a week. I have moved in 10 new people, with each of these being completed using Docusign. All I have purchased was a wireless keyboard ($40) - and I only bought that because the cord on our old keyboard wouldn't reach the counter. I have to say, I wish I had done this sooner! It is simple to explain, simple to use, and I haven't printed a lease agreement since I got up and running with Docusign. I can see that this new tool is going to save our business a LOT of money in paper. Even after the trial period ends, and we buy 2 licenses (one for me, one for my co-worker), this will still save us thousands of dollars a year in paper alone. As an added bonus, everyone I've moved in has loved it; they have all had a story about how their realtor does this, or their doctor is doing this, etc. I have also observed that the move in process is quicker. While I haven't timed it, moving in using this new approach seems to be much quicker than the old school type and wait method. The integration with Sitelink Web Edition must be some of the smoothness.
As an additional bonus, when an existing customer comes in to pay their bill, I explain we are going green to keep our costs low, and I ask them for consent to email their receipt. As a result, I've now collected about 20 new email addresses. These same people also consent to letting us send them their invoices by email as well, thereby saving us time, stamps, and envelopes as well!
Anyway, Docusign is a great product. If you are looking to save time and money, give them a shout!
How many facilities do you have that you go through thousands in paper a year? Between leases, folders, and a couple bankers boxes at the end of the year I might use around $200-$300 a year for 850 units (I already take full advantage of emailing receipts, invoices and other notices as well) If you add in toner for other printing purposes I use about $200 a year there. But I am not sure you can completely get rid of the printer and paper use any way.
All that being said, I would like to get some form a digital signature capability in the near future. Will likely happen when we upgrade our software package.
We have two facilities, with 580 total units. Per move in, we were printing a 4-page lease, a payment receipt, a statement describing what happens when/if they are late, and we give them a coupon, a move-out slip, and a referral card. While the cost of these printed paper items is an estimate and not an actual hard number per se, the use of Docusign will certainly save us costs of all the items you listed.
As I mentioned, I wish we had done this last year when I first heard about it.
What software do you use that you plan to upgrade?
I have been using Site Link Stand Alone edition since 2006. I happen to know that one of my largest competitors in town is currently researching upgrading from Sentinel and they want a web based program. I don't want to be left behind, they will be the first storage company in town offering online rentals or payments.
I am still in the research phase so I have not made any decisions yet as to which program I will go with in the future.
You can do both options. The one we took was the one where we have the customer use our keyboard and they pick a signature from a list of signature options. Seems kinda weird, but I researched all the legalities of the issue, and this type of signature is fully binding and legal. To make this easier for everyone, I bought a wireless keyboard - so when it's time for the customer to sign, I turn the monitor, hand them the keyboard and mouse, and then walk them through the screens. So far, so good!
Is the signature the only thing the customer can input?
We have a couple of check boxes on our contract for whether or not the tenant is active military and if vehicles are being stored. Is it possible to allow the customer to check these boxes as well or only to sign their name?
As for vehicles, that is easy. We offer outdoor parking in spots that have special designations and prices, so it is easy for us to tell what is a vehicle and what is not. So we don't separate that out on the contract.
As for the military, we ask at move-in so we have it documented, and we offer a military discount, so that gives us another way to track it. However, there is no way to mark this using docusign.