The signing process and the submission of contracts require operational attention, version control, and traceability of what has been approved by each party. When this routine depends on manual exchanges, email attachments, and validations outside the commercial flow, the sales cycle tends to be longer and subject to rework. The solution of electronic signature management helps reduce these bottlenecks by centralizing document creation, submission, and monitoring in the same environment where the team already works.
No Plusoft Omni CRM, the functionality is available on the screen of sales force, allowing the sales team to prepare the document, forward it to the client and follow the progress in real time, with visibility of the status of each stage.
What is electronic signature management
Electronic signature management is the set of resources that organize the flow of signing digital documents, from the moment of preparation to final confirmation. In practice, the company gains a more standardized process, with shipment control, status monitoring and history of what happened with the document along the way.
How does it work in practice within the sales force
The routine tends to follow a simple and repeatable flow, suitable for teams with goals and volume of contracts:
- Preparation of the document
The contract can be prepared based on a template, an existing document, or a version adapted to the context of the negotiation. - Submission for subscription
The document is forwarded to the customer through the flow defined by the operation, with the shipment record linked to the relationship history. - Monitoring progress
The team views the status of the document (for example, sent, viewed, signed, completed), which reduces the need for “charges in the dark” and makes it easier to prioritize the funnel. - Registration and traceability
The process maintains the history of what was done, when it was done and by whom it was done, supporting internal auditing and pipeline governance.
Benefits for the commercial operation and for the customer
Reduction of time in the subscription cycle
Centralized monitoring reduces the gap between “contract sent” and “contract concluded”, especially in negotiations with several managers.
Less rework due to lack of version
When the document and its status are organized in the same flow, the chance of circulating an old version tends to fall.
Visibility of the funnel in the final stage
The formalization phase now has a clear status, which improves forecasts and prevents opportunities from standing still without responsible monitoring.
More fluid customer experience
The client receives an objective process, with fewer back and forth, in addition to a subscription path aligned with the pace of the negotiation.
Most common usage scenarios
- Commercial contracts with a high volume of proposals.
- Additives and renovations that require speed to avoid churn.
- Approvals with multiple signatories, such as purchasing, legal, and board of directors.
- Operations in which the commercial team needs predictability of closing at the end of the month.
Best practices to get more results
Standardize models by offer type
Templates by product, plan, or segment reduce editing time and reduce filling errors.
Define assignees per stage
A contract that “is left without an owner” often becomes a recurring delay. Clear attribution avoids invisible queues.
Use CRM history to contextualize the contract
Keeping the document associated with the client's record helps the team to quickly recover negotiated conditions, deadlines, and specific needs.
Learn more about Plusoft Omni CRM
Plusoft has a wide portfolio of solutions and Plusoft Omni CRM it is a platform that automates processes and supports a more assertive and personalized service. With capture and storage of customer data in one place, enables an experience omnichannel, maintaining a history of interactions and continuity in the relationship, whether by message, video service, or other available channels.
The solution offers parameterization points to adapt to different operations and provides specialized support to keep the platform aligned with business objectives.
To monitor what is said about your brand on social media, Plusoft Social integrates with Omni CRM to enable Social Listening and support interaction with the public, with the reading of trends and signals relevant to decision-making.
Do you want to see electronic signature management working in your sales flow? Request a demo with an expert and understand how to structure the process of drafting, sending, and following up contracts within your CRM.
