Property Mgmt Contract
Streamline contract creation and renewal for property management clients. Automatically generate, send, and track service agreements when new PM accounts are onboarded or existing contracts approach renewal dates.
When
New PM Client Added or Contract Renewal Date Approaching
Then
Contract Generated, Sent, and Tracked Automatically
10 hours per week
Time Saved
3x more PM accounts
ROI Impact
Automated property management contract generation creates and sends customized service agreements when new PM clients are onboarded or renewal dates approach, eliminating manual document creation and reducing contract processing time from days to minutes while ensuring no coverage gaps.
How This Automation Works
New PM Client Added or Contract Renewal Date Approaching → Contract Generated, Sent, and Tracked Automatically
Detect Contract Trigger Event
Monitor your client database for new property management accounts or check daily for contracts approaching renewal dates. When triggered, extract all relevant client information including property details, contact information, current service terms, and pricing data.
Generate Customized Contract Document
Populate your contract template with client-specific information, service scope, pricing tiers, and property addresses. Apply any custom terms or special clauses associated with the PM client account, then generate a PDF or editable document in your preferred format.
Route for Internal Approval
Send the generated contract to designated approvers (sales manager, operations director) based on contract value or client type. Track approval status and automatically proceed once authorized, or route back for modifications if changes are requested.
Send Contract with E-Signature Request
Email the approved contract to the property manager with embedded e-signature functionality. Include a personalized message, contract summary, and clear signing instructions. Log the send date and set up tracking for document opens and signature completion.
Execute Follow-Up and Reminder Sequence
Automatically send reminder emails at predetermined intervals if the contract remains unsigned. Escalate to sales team members after specified timeframes, and provide a dashboard view of all pending contracts requiring attention.
Process Signed Contract and Update Systems
When the contract is signed, automatically store the completed document in your file system, update the client record with contract status and terms, enable service scheduling for the account, and notify relevant team members that the PM client is active and ready for service delivery.
How It Works
Property management contracts are the foundation of recurring revenue for appliance repair businesses, but manual contract generation creates bottlenecks and delays client onboarding. This automated system transforms how service providers handle property management agreements by instantly generating customized contracts when new PM clients are added to your system or when renewal dates approach. The process pulls client details, service terms, and pricing information from your database to create professional agreements, then routes them through your approval workflow and sends them directly to property managers for e-signature. Automated reminders ensure contracts are signed before service begins, while renewal notifications prevent lapses in coverage. By eliminating manual document creation and follow-up, technicians can focus on service delivery while administrative staff manage more accounts without increasing workload. The system maintains a complete audit trail of all contract versions, signatures, and amendments, ensuring compliance and reducing disputes. Integration with your scheduling and invoicing systems means active contracts automatically enable service requests and billing, creating a seamless experience from agreement to payment.
The Trigger
The automation initiates when a new property management client is created in your system or when an existing contract's renewal date is within a specified timeframe (typically 30-60 days before expiration). It can also trigger when contract terms are modified or when a PM client requests additional properties to be added to their service agreement.
The Action
The system generates a customized property management contract by populating your template with client information, property details, service scope, and pricing terms. The completed agreement is automatically sent to the designated property manager via email with embedded e-signature capabilities. Follow-up reminders are scheduled, contract status is tracked in your database, and relevant team members receive notifications when contracts are signed or require attention.
Common Use Cases in Appliance repair
- Large appliance repair company managing 50+ property management accounts needs to track and renew contracts across multiple portfolios without dedicated contract administrator
- Growing service business transitioning from residential to commercial PM work requires professional, consistent contract process to compete with established competitors
- Multi-location appliance repair franchise must standardize PM contract terms across territories while allowing regional pricing and service customization
- Service provider handling emergency-only vs. preventive maintenance agreements needs different contract templates auto-selected based on service tier selected during onboarding
- Appliance repair business expanding into new property management vertical wants to professionalize contract process to build credibility with sophisticated commercial clients
- Company with seasonal PM contract renewals (often aligned with property management company fiscal years) needs batch processing and tracking for high-volume renewal periods
Results You Can Expect
Accelerated PM Client Onboarding
Eliminate delays in contract preparation and delivery, allowing new property management clients to begin receiving service within days instead of weeks. Faster onboarding improves client satisfaction and accelerates revenue recognition from new accounts.
Zero Contract Lapses
Automated renewal notifications ensure no property management contracts expire without action. Proactive reminders 60-90 days before expiration give adequate time for renegotiation and prevent service interruptions that damage client relationships and recurring revenue streams.
Consistent Contract Quality
Template-based generation ensures every contract includes all required terms, proper legal language, and accurate pricing information. Reduce disputes and liability exposure by maintaining standardized, professionally formatted agreements across all PM clients.
Administrative Capacity Increase
Free administrative staff from manual document creation, allowing them to manage significantly more property management relationships without additional headcount. Redirect saved time to higher-value activities like client relationship building and account expansion.
Complete Contract Visibility
Maintain instant visibility into which contracts are pending, signed, or requiring attention. Dashboards show contract pipeline status, renewal timelines, and unsigned agreements, enabling proactive management and preventing deals from stalling in the approval process.
Frequently Asked Questions About This Automation
The system uses conditional logic to populate contract templates based on property type (residential, commercial, multi-unit), service level (preventive maintenance only, full coverage, emergency-only), and custom pricing tiers. You can create multiple templates or use dynamic fields that adjust terms based on client attributes stored in your database.
Set Up Contract Auto-Generation in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
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