How much of your staff’s time is spent doing repetitive tasks to manage customer signatures and payments?
Task automation streamlines day-to-day responsibilities so teams can devote their time to more important issues. Task automations are a lifesaver when your office needs to:
- Manage complex contract workflows across departments
- Monitor payments for deal stages or reconciliation
- Send many messages to many customers
Before you can improve your business process automation, it’s important to understand what it is and how it can help.
Here’s an overview of how small business task automation improves document delivery, esignature, and customer payment workflows.
What is Task Automation?
Task automation refers to using technology to simplify work. It involves pinpointing manual or repetitive tasks done by a person and letting software do them instead.
When taking esignatures and payments, companies should automate tasks to send, track, and follow up on digital requests faster.
Why Automate Processes?
Why is it so important to automate tasks for your business? Companies everywhere rely on software.
Contract and payment task automations should be part of that software’s functionality. Otherwise, your vendors aren’t offering your company the value you deserve.
Benefits esignature software automations (like PDCflow’s features) provide:
Faster contract turnaround times
When you automate business processes, contracts and payments are easier to manage.
For example, automatic notifications can alert you when a contract moves from opened to signed. Sending an automatic reminder to a customer saves you time while still telling them to pay on time.
These settings help teams track a customer’s progress and help customers remember to finish their paperwork or payments.
Less manual work for staff
Making a phone call, drafting a follow-up email, or logging in and checking customer progress takes time away from other work.
Replacing manual follow-ups with automation will instantly improve your company’s productivity.
For businesses with large recipient lists, other automations like PDCflow’s Bulk Sends make things even easier.
Increased cost savings
The faster you can accomplish business tasks, the less time and fewer staff need to be paid for that work. Automations make it easy to manage a heavier workload without hiring more employees.
In addition, auto reminders and other digital communication can replace costly paper invoices and follow-up letters.
Easier staff training
Task automation does more than save time on manual work; it saves time training employees, too. Training is easier when you can:
- automate follow-up processes
- send to large lists instead of one by one
- create automatic recurring payment schedules
Your software should take care of your tasks. That way, you don’t need to show new staff different systems, train them on manual processes, or invent workarounds.
How to Automate Repetitive Tasks
When staff have to do something simple over and over, it’s time to look for a better process. For example, many offices manually check on customers who haven’t signed a contract or made their payment.
These manual follow-ups are time-consuming and can even annoy customers.
- Phone call follow-ups might come at an inconvenient time
- Many people ignore phone calls and voicemails
- Paper mail reminders require extra time, planning, and resources to be sent
Replacing manual work with PDCflow’s automated reminders is a good example of identifying, automating, and improving a repetitive task.
How to Automate Administrative Tasks
Many administrators or bookkeepers make constant, manual check-ins on a deal, contract, or payment. You need a better way to keep them informed.
If administrative staff spend too much time chasing answers on a payment or contract status, you need to automate.
With PDCflow’s automated notices, receive an email when an esignature or other request moves through each status. No more obsessing over whether a deal is signed and paid.
PDCflow’s Task Automations
Event notifications
PDCflow offers event notifications for individuals or teams that need to know where a request is in the process. Sign up for automatic notifications and get an email when your request is:
- Opened
- Completed
- Expired
- Failed
- Disputed
Sign up for more detailed status notifications. Always know when different payment types have failed, been processed, or need attention.
Automated reminders on requests
Bulk sends
It isn’t always easy to manage many requests with a small team. PDCflow bulk sends make it simple to engage large recipient lists without any extra work.
Create your request template and upload your spreadsheet with the necessary recipient details. Our software will send your request to up to 5,000 recipients at once. Great for:
- Sending annual documents to your clients
- Sending updated policies to stakeholders
- Launching a settlement campaign for a list of unpaid invoices
Recurring payment schedules
Recurring payment schedules and reminders on payment schedules are essential automated tasks. No one wants to run every payment in a schedule by hand.
In addition, EFTA payment rules require companies to send a payment reminder before processing each recurring payment.
PDCflow’s recurring payment schedules:
- Follow payment compliance guidelines to send automated payment reminders
- Offer flexible payment terms for your customers
- Can be created by a staff member or through a self-serve option on a payment portal
Self-Serve
Pay In 4 Option
Self-Serve
Minimum Payment Option
Integrating PDCflow’s Automations
Businesses don’t need to use our User Interface to access these automations. With our open APIs, your company can integrate PDCflow into your system of record.
- Access low-code and drop-in components for simple integration
- Get dedicated support from our development team
- Take advantage of our functionality, all within your current CRM
Unlike other esignature competitors who lock integration access behind higher pricing tiers, integrate with PDCflow from any plan.
Task Automation Use Cases
How can your company make task automations work for you? Here are some of the ways PDCflow customers automate tasks to improve their business:
- Event notifications for tracking and reconciliation: Event company EastCoast Entertainment uses automated reminders to track Flow payment requests and get notifications on the status of each one they’ve sent.
- Bulk sends for settlement campaigns: One PDCflow customer sends settlement offers in bulk to large lists of clients with unpaid invoices. This boosts their revenue without scaling their operations or spending extra staff time.
- Automated reminders: Medical billing companies often use PDCflow for recurring payments and rely on our automated reminders to comply with payment regulations and give patients notice before their next payment is processed.
Are you interested in seeing how PDCflow’s esignature, document, and payment automations can improve your business operations?
Schedule a demo today.
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- ABOUT THE AUTHOR -
Hannah Huerta, Marketing Specialist
Hannah Huerta is a Marketing Specialist at PDCflow. She creates content for the accounts receivable and payment industry.
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