Document automation case study
In this document automation case study, learn about how property investment firm CLS Holdings integrates Avvoka and gets 66% of their time back. Find out about their key wins including how they used Avvoka to:
• Optimise property management legal work
• Create multilingual contracts
• Ensure accuracy and minimise manual errors when drafting documents
• Streamline workflows…and much more!
£2.4bn
£139.7m +
740+
portfolio across the UK, Germany and France
revenue in 2022
tenants across 92 properties in 3 countries
The team
CLS Holdings is a FTSE 250 property investment company, with a £2.4bn portfolio across the UK, Germany and France. Their core business is investing in modern, sustainable offices that help businesses grow.
CLS operates all their property management in-house, including the various documents that need to be drafted.
These include; Lease Agreements, Framework Agreements and Order Agreements, which are automated, drafted and signed using Avvoka. This resulted in 66% saved drafting time.
The Avvoka document automation has been completed primarily by Karen Soan (Solicitor) with implementation support from Greg Snow (Head of IT) and Christian Stahl (IT Project Manager & Business Analyst).
The challenge
- CLS Holdings were looking for a document automation tool to help them reduce drafting time for their property management documents.
- The team needed this tool to be easy to use but that could handle the complexity of their documents.
- They wanted to ensure their documents were drafted accurately and to reduce time spent in the reviewing process, which traditionally led to delays.
- Finally, they needed a tool capable of catering to the whole document lifecycle – especially drafting, approval and signing.
“Avvoka is one of the best platforms I’ve implemented in my career. It is both easy to use and advanced enough to handle the most complex document automation.
The built-in online negotiation and e-signing tools along with exceptional customer service distinguish Avvoka from the competition. Robust and value for money, Avvoka has delivered excellent business value for our operations.”
-Greg Snow, Head of IT at CLS Holdings
“You cut out manual errors and I think that saves a huge amount not just in the drafting, but then the review process. I’m always surprised how quickly the system is able to change and respond when we need it to”
-Karen Soan, Solicitor at CLS Holdings
The Avvoka solution
1. Document automation with Avvoka was found to be intuitive and truly no-code, so it could be handled internally by the CLS team.
2. CLS were able to ensure accuracy and minimise manual errors when drafting documents by storing and maintaining their real estate data within Avvoka.
For this, they used Avvoka’s datasheets feature that allows them to centrally maintain a database of information within the platform that can then be applied with dependencies across multiple templates.
3. Companies House was linked to the questionnaire in order to capture the Tenant’s information for Lease agreements.
4. Bundles of documents were created at once, which shared information across documents eliminating the need to retype common information.
5. Automatic approval workflows were implemented and relevant CLS signatories were added automatically to the documents once they were ready to be signed.
6. Automatic document labels for different properties were set up to keep their completed documents organise.
7. Avvoka Sign allowed CLS to sign their documents easily and efficiently with counterparties.
The results
Using Avvoka allowed for 66% time saved drafting leases.
After success with the UK team, automation is now being conducted on German leases with the French documentation to follow in the near future.
Other business units, such as Company Secretarial and HR have also used Avvoka to improve their processes.
Using datasheets and their dependencies ensured accuracy and reduced errors, drastically reducing the time needed for review by Asset Managers.
CLS Holdings optimised their property management legal work, with faster drafting and document completion.
Adding links to Companies House made it easier for information to be directly included in the documents.
Discover how Avvoka can enhance your business operations and increase your profitability today!
£2.4bn
£139.7m +
740+
£2.4bn portfolio across the UK, Germany and France
£139.7m+ revenue in 2022
740+ tenants across 92 properties in 3 countries
The team
CLS Holdings is a FTSE 250 property investment company, with a £2.4bn portfolio across the UK, Germany and France. Their core business is investing in modern, sustainable offices that help businesses grow.
CLS operates all their property management in-house, including the various documents that need to be drafted.
These include; Lease Agreements, Framework Agreements and Order Agreements, which are automated, drafted and signed using Avvoka. This resulted in 66% saved drafting time.
The Avvoka automation has been completed primarily by Karen Soan (Solicitor) with implementation support from Greg Snow (Head of IT) and Christian Stahl (IT Project Manager & Business Analyst).
The challenge
- CLS Holdings were looking for a tool to help them reduce drafting time for their property management documents.
- They needed a tool that was easy to use but that could handle the complexity of their documents.
- They wanted to ensure their documents were drafted accurately and to reduce time spent in the reviewing process, which traditionally led to delays.
- They needed a tool capable of catering to the whole document lifecycle – especially drafting, approval and signing.
The Avvoka solution
1. Automation with Avvoka was found to be intuitive and truly no-code, so it could be handled internally by the CLS team.
2. CLS were able to ensure accuracy and minimise manual errors when drafting documents by storing and maintaining their real estate data within Avvoka.
For this, they used Avvoka’s datasheets feature that allows them to centrally maintain a database of information within the platform that can then be applied with dependencies across multiple templates.
3. Companies House was linked to the questionnaire in order to capture the Tenant’s information for Lease agreements.
4. Bundles of documents were created at once, which shared information across documents eliminating the need to retype common information.
5. Automatic approval workflows were implemented and relevant CLS signatories were added automatically to the documents once they were ready to be signed.
6. Automatic document labels for different properties were set up to keep their completed documents organise.
7. Avvoka Sign allowed CLS to sign their documents easily and efficiently with counterparties.
“Avvoka is one of the best platforms I’ve implemented in my career. It is both easy to use and advanced enough to handle the most complex document automation.
The built-in online negotiation and e-signing tools along with exceptional customer service distinguish Avvoka from the competition. Robust and value for money, Avvoka has delivered excellent business value for our operations.”
-Greg Snow, Head of IT at CLS Holdings
“You cut out manual errors and I think that saves a huge amount not just in the drafting, but then the review process. I’m always surprised how quickly the system is able to change and respond when we need it to”
-Karen Soan, Solicitor at CLS Holdings
The results
Using Avvoka allowed for 66% time saved drafting leases.
After success with the UK team, automation is now being conducted on German leases with the French documentation to follow in the near future.
Other business units, such as Company Secretarial and HR have also used Avvoka to improve their processes.
Using datasheets and their dependencies ensured accuracy and reduced errors, drastically reducing the time needed for review by Asset Managers.
CLS Holdings optimised their property management legal work, with faster drafting and document completion.
Adding links to Companies House made it easier for information to be directly included in the documents.
Discover how Avvoka can enhance your business operations and increase your profitability today!