Streamlining Online Document Completion Using an API

Financial forms

Who?

Compliance Management, LLC offers online safety training and tracking as well as serving as a hiring platform.

“Let’s say a manufacturer has to train their employees on lockout/tagout, machine guarding, blood-borne pathogens, and so forth, we do all of that online for them,” said Colton McKinney, president of Compliance Management, LLC. The company also helps clients with incident reporting and online OSHA 300 log completion. Moreover, “another component of our software is actually a hiring platform, which includes all of the steps to hire a simple employee to do a manual labor-type job: the application, the I9, the W4, any custom documents that they would need to fill out and sign for employment in their state or by their employer,” McKinney said.

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Compliance Management integrates the expertise of three strategic partners with years of experience in operating industrial businesses, interactive online services and safety training. Combining these disparate areas of expertise makes Compliance Management a unique and powerful service to outsource the training, tracking and hiring processes.

Colton McKinney, Compliance Management’s president, is the third in a line of family members who have started, acquired, developed or sold companies in industries including sawmilling, pallet manufacturing, fastener distribution and more. With generations of experience, the McKinney family runs the day-to-day operations of Compliance Management, bringing a body of knowledge of these specific industries to the company’s work.

The Problem

Much of Compliance Management’s work demands the completion of documents. There are a number of documents that are used throughout the tracking and hiring processes and making these quick and easy to complete was an important part of Compliance Management’s benefit to clients. Digital documents can be completed faster and are easier to store if they are managed correctly – Compliance Management was looking for a solution to this problem. And moreover, they were searching for a more powerful replacement for traditional web forms.

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“We didn’t have anything in-house that could do it,” said McKinney, referring to the digital completion and transmission of documents. And “we have to have highly customizable documents because any client could say, ‘put this document online,’ so we have to be able to upload that, put fillable fields in that document, and then use the API to auto-fill those fields. And there are very few [applications] that can do that.”

PDFfiller proved to be the powerful solution they were looking for.

The Solution

PDFfiller has been a fundamental component of Compliance Management’s client services since the company’s conception and is, said McKinney, an integral part of the company’s digital document workflow.

Powered by the PDFfiller API, Compliance Management’s clients can now complete and submit fillable forms directly through the company’s website. The PDFfiller REST API allowed Compliance Management to build an application that interacts with PDFfiller so clients can complete documents and add electronic signatures without ever leaving Compliance Management’s website. The API has also made it easier for the company to collect and collate submitted information.

The PDFfiller API has the ability to integrate powerful document management features directly into business applications, meaning it is now possible for Compliance Management to collect completed forms through PDFfiller from various parties from within their own online system. PDFfiller’s API also integrates easily with market-leading ISVs including CRM, CPQ, Practice Management and other SaaS application providers. Cloud-native, white label APIs enable the seamless integration of PDFfiller’s powerful document management features directly into any website or software package.

Compliance Management is using PDFfiller on a daily basis. “We have probably 500 employees on the system now and we have signed another thousand and we’re also doing demos [and intending to add new users in the near future],” said McKinney.

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PDFfiller’s API integrates with Compliance Management’s own API to provide quick and seamless document completion and transmission from clients to Compliance Management’s servers where they are stored.

“[When] a company comes to us and says ‘Hey, we want to set up your system’. We’ll say, ‘great, we’ll set your application up and then when you hire your employee, the documents they need to fill out and sign — the W9, the I9 and any others you want them to sign – we’ll put online,” said McKinney. “And then we autofill [documents using] PDFfiller from [within] our application and [then users] can fill out the rest of the information and sign it, and then that saves to PDFfiller.”

For Compliance Management, connecting their API with PDFfiller’s and providing a seamless digital document workflow for clients is simple and makes the document completion process faster and easier than ever before:

First, Compliance Management makes digital documents fillable using PDFfiller’s proprietary drag and drop wizard to add smart fields to digital forms. “We put [custom smart] boxes [in the webform] and in some of the blanks, we actually fill in that information as we’re generating the PDF from our system to the API,” McKinney said. This means that all of the submitted information is automatically added to the document.

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After the forms have been uploaded, they are accessible to clients through Compliance Management’s website. “We provide a link from our system to the PDF. [Clients] get links to PDFfiller to fill out the document and then once it generates the final PDF, it’s on our system.”

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Once completed, the “online webform that we use for our application… goes to our Cold Fusion platform [an LMS]. That information then goes from our API to PDFfiller’s API, which writes it to the fillable fields that we’ve put on the PDFfiller document,” said McKinney, describing the document completion process.

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PDFfiller “has been working excellently,” McKinney said, providing “more customization” than the alternatives and allowing users to quickly and easily complete documents which are sent instantly from Compliance Management’s website through PDFfiller and into their servers.

Moreover, because of PDFfiller’s emphasis on security, government documents containing personal data that are received and stored by Compliance Management are always secure. “It helped that PDFfiller had all the security requirements that we needed because there are government documents going back and forth on there and they do have some personal information,” McKinney said.

Advanced security features include PIN protected folders, two-factor authentication, and redundant backups. PDFfiller is HIPAA and SOC II Type 2 compliant so Compliance Management can be sure that their documents are secure, while other companies can be sure that they meet safe-practice guidelines.

With a “very” helpful customer service team, McKinney said, Compliance Management was able to get a bespoke digital document solution integrated quickly enough that they could build their company around PDFfiller. Since then, they have seen the company grow as PDFfiller helped them facilitate the submission and transmission of huge numbers of documents.

Conclusion

PDFfiller is the easiest way for businesses to integrate digital documents into their client-facing online services. PDFfiller is an easy to use digital document solution that makes it simple to have forms completed online through their integrated API. PDFfiller’s intuitive document management platform allows users to add information and even signatures electronically, meaning that it can serve as a comprehensive solution to a business’s digital document workflow.

“Yes, [I would] absolutely [recommend PDFfiller] for a company that would use it to generate documents fairly regularly and for a company that is just looking for a solution to fill out PDFs online,” said McKinney.

For the complete paper, click on the link below:

Completing financing forms digitally

Green Brick

Who?

Green Brick Title, LLC based in Plano, Texas, occupies an important space in the house purchasing process. With decades of experience, six employees and a lawyer, Green Brick Title, proves expertise in residential and commercial real estate. The company works directly with realtors, banks, land brokers, builders, developers, and mortgage companies to manage all of their real estate transactions and banking issues. Green Brick Title, LLC also helps companies close complex transactions as efficaciously as possible.

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John Hampton is the company’s lawyer and title manager. Since 1979, Hampton has served as an attorney in Texas addressing all of the nuances and complications of residential and commercial real estate law as well as business law. In the past 38 years, Hampton has handled over 500 million dollars in closings without a single claim. He also hosts the local KLIF 570 AM radio “Ask the Lawyer” show.

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The Problem

John Hampton regularly has to go through the tedious and time-consuming task of completing UCC-1 and UCC-3 forms. The UCC-1, or Uniform Commercial Code-1, is a financing statement, which is used when property is applied as collateral for a loan. The UCC-3, or Financing Statement Amendment, is used when amendments to the UCC-1 have to be made. Moreover, “the UCC-3 document is a necessity in financing lot purchases from the developer by the builder, as financing is involved in each one. Also, whenever a house is sold, notice of the release of lien is also required.” All of these forms are critical when working with lenders, loan-recipients, and titles.

Hampton was looking for a way to expedite the form filling process, which was originally done by hand. Before PDFfiller, Hamilton said, “We hand-completed manual forms with a template centered on a printer…The old way involved setting up a print template – tedious, time-consuming! – and centering a form in the printer, so that the document could be created. Different versions of the form needed different templates. Multiple printings were necessary to achieve a usable form.”

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But this solution was far from ideal for Green Brick Title, said Hamilton: “The process was time-consuming and error-prone. It took a substantial amount of time from an employee whose skills were better used elsewhere to complete these forms.”

Green Brick Title needed a digital solution that could expedite the form filling process. This is how Hamilton found PDFfiller. The transition was simple, and now Green Brick Title’s UCC-1 and UCC-3 forms are all completed digitally.

The Solution

Since adopting PDFfiller, Green Brick Title has made it an integral part of their document management with three employees using the program “at least three times per week with multiple documents produced,” said Hamilton.

“When a new subdivision is being created and lots are financed, a UCC-1 is filed; when more are taken down, a UCC-3 is filed each time, and when a house is sold and the construction loan is paid off, a UCC-3 is filed again,” said Hamilton. Ultimately, in Green Brick Title’s work, “in each case, PDFfiller is used to complete the form and print the form for filing with the Texas Secretary of State and the county clerk where the property is located.”

The process is easy:  All Green Brick Title has to do is upload the UCC-1 and UCC-3 forms to PDFfiller. Then, using PDFfiller’s easy-to-use online service, they can write directly onto the form itself, changing font size, color, and style to suit their needs. They can save forms with prefilled information, like contact information, as templates, making them faster to complete in the future.

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“PDFfiller’s simple to use online templates made our data processing a virtual snap! Tedious manipulation of Word files was replaced by simple insertions and copy/paste,” said Hamilton.

The benefits are numerous! Now Green Brick Title’s forms are completed faster, more accurately, and even look better. “Being able to go online to simply change the last version of the UCC and print it for each transaction allowed more employees to participate, improved the look of the work and, most importantly, its accuracy. The time savings for staff was immense, not to mention that the returns from the government departments went to zero,” Hamilton said. Also, these powerful features in PDFfiller are “easy to use.”

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“Using PDFfiller has saved us 110 hours per year at $35.00 per hour as best we can tell,” said Hampton, meaning the company saves at least $3,850 each year. But, Hampton added, “that was just the beginning of the savings, because that time was put to productive, front-end, revenue-producing use, so the swing was at least triple what we saved in addition.”

Conclusion

Ultimately, by streamlining their workflow and making forms faster and easier to fill out, PDFfiller has cut down on operating costs. “Any company interested in bringing government form filling into a less expensive overhead layer and redeploying the more valuable assets would be well served subscribing to PDFfiller,” said Hampton.

While minimizing wasted man hours and paper use, PDFfiller has helped Green Brick Title create better documents more quickly. Using PDFfiller has “reduced printing costs by two thirds.” Moreover, “by virtue of the speed and convenience of PDFfiller, we have paid for the subscription at least 50-fold by the employee time saved alone,” said Hamilton. “Anytime working hours can be saved by smooth integration with online programs like PDFfiller, it should always be considered.”

PDFfiller is the best way to complete documents digitally, which allows for faster, cheaper and more effective document management in a professional environment.

For the complete paper, click on the link below:

Completing and Distributing Financial Forms Digitally

Financial forms

Who?

Since 2009, HSI Trust, LTD. has been helping clients take back control of their finances, working “primarily in situations where [clients] are having difficulty with their mortgage, but also student loans, credit cards, anything on the financial side,” said Bruce Boguslav, Executive Director of the organization.

Because HSI Trust works in the field of non-profit consumer advocacy to assist individuals across the country, “We don’t sell product, we just work with [clients] to either negotiate with their lender or various things like that,” Boguslav said.

Featured on ABC’s World News Tonight and Nightline as well as in the Huffington Post, HSI Trust are experts in their field and serve customers across the country. With such wide outreach, massive demand for their services, and the need to process and distribute huge numbers of financial documents, HSI Trust needed an effective digital document management solution to streamline their workflow.

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The Problem

Working in the financial space, Boguslav and his team at HSI Trust needed an efficient digital document management solution that was simple, quick, and cost-effective.

Because they are helping to solve a range of financial issues for clients across the country, HSI Trust works with hundreds of different forms. “We’re dealing with various types of forms for submission,” said Boguslav. “There’s a gazillion, depending on what the issue is… We’ve got our own that we use to gather information with our clients, some basic financial [forms], then there’s some additional paperwork that goes with very specific [financial situations]… Some come in fax; some come in all different formats.”

Before PDFfiller, forms came in various formats and were difficult to distribute, manage, complete, store and return. Boguslav knew that he needed a digital solution, but couldn’t find an adequate tool for the job.

“We were using different PDF [tools] – we have an older version of Acrobat we’re using occasionally. We’ve also tried something called CutePDF. We’ve been through a couple different tools. Yeah, in some cases- we’ve been doing this since 2006- earlier, we were literally doing cut and paste. Or you’d [have to] scan it four times,” Boguslav said.

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Before switching to PDFfiller, HSI Trust struggled with the complex feature set of Adobe Acrobat. Expensive and clumsy, Acrobat was a less than perfect solution. So too were other online PDF tools which did not provide the same ease-of-use features and functionality as PDFfiller. An analog, paper-based solution was inadequate – being too slow, time-consuming, and personnel dependent.

But then HSI Trust found PDFfiller. “After struggling with some of the other tools and then looking at Acrobat and the cost of upgrading, we just decided to try [PDFfiller]. It works!” said Boguslav.

The Solution

PDFfiller makes it easy to collate, complete, distribute, and return forms. With its intuitive user interface, PDFfiller makes document management simple.

Now, instead of completing forms by hand or using a complex, clumsy digital solution, Boguslav, HSI Trust, and clients can complete forms digitally; creating a faster, more legible and organized workflow.

“Mostly what we’re doing is setting it up here, in-house, and then either emailing to the client, or else we’re just using it ourselves,” said Boguslav. “In some cases, we’re emailing it to the client, and then we have a copy, they have a copy, and we can walk [them through] the form – it’s a lot simpler. And sometimes we’ll have them fill in parts of it; sometimes we’ll just take the information over the phone and fill it in. Occasionally, they’ll email us other documents,” which can then be consolidated with other digital forms to create a comprehensive folder of client information. “So either for us internally, or in some cases, with clients, being able to email and let them fill in [forms] – it makes life a lot simpler.”

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With all the documents distributed and collected by HSI Trust, finding an efficient means of storage was critical. Going digital means that those thousands of documents can be stored remotely in the cloud or on secure hard drive-based digital storage. Documents kept on PDFfiller’s cloud-based system are always accessible, meaning you can edit, send, and sign from anywhere you have an internet connection.

PDFfiller relies on Amazon’s S3 servers and adds two-factor authentication and PIN-protected folders to ensure sensitive documents are always kept secure.

With PDFfiller, “either clients or our staff fill in [forms and] instead of trying to deal with all these different forms in different formats, we’re able to put them in one place – [PDFfiller] makes life a lot simpler,” said Boguslav. “This lets us put a package together.

Moreover, when dealing with financial forms, being able to add signatures is crucial. PDFfiller allows users to add a signature by drawing on their touch-sensitive device, scanning it in, or simply holding a copy up to their computer’s camera. Once saved in PDFfiller’s system, a digital signature is available to use on any of your digital documents in just a click – “[adding digital signatures] is coming in handy,” said Boguslav. And with PDFfiller’s advanced SendToSign feature, you can send digital documents to clients or colleagues for signature and have them returned automatically.

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More advanced features available through PDFfiller’s intuitive online graphical interface include the ability to highlight important information, redact sensitive text, add sticky notes to direct clients’ attention to specific issues, and even API connectivity, which allows users to post documents directly to their website and have them completed by others without ever leaving the page.

This combination of powerful and easy-to-use features make “[PDFfiller] a nice fit for us,” Boguslav said. “[PDFfiller is] faster and more focused – Acrobat and the features there are overkill for us. So to spend money on that, even for their online version, when we’re using a small portion of it [doesn’t make sense]; we just need something that meets our needs, that’s not overkill. And [PDFfiller] does it.

Conclusion

PDFfiller is faster than analog and digital counterparts and features everything you need at hand and nothing you don’t. It is an always-on digital document solution available anywhere, any time, and on any internet-connected device.

PDFfiller’s comprehensive digital solution is so fast, efficient and easy to use, that Boguslav has recommended it to many of his clients – “We’ve got professionals, we’ve got dentists, some lawyers, we’ve got folks that have small businesses [as clients and] we’ve recommended it to them.”

PDFfiller “works much better” than paper-based documents or competing digital services said Boguslav. With so many forms, “it is much easier for us to use [PDFfiller].

Not only is PDFfiller an ideal solution for in-house work, but so too does it serve customers and clients. “[Clients] are happy, they’re very happy. [PDFfiller] makes life easier for them: it makes it easier for us,” Boguslav said.

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For the complete paper, click on the link below:

Sending & Signing Contracts the Digital Way

Contracts

Who

Since 1994, HTDNET has been providing a range of IT solutions. Founded as a web design company, 23 years on, HTDNet now offers comprehensive IT services for both business and personal users. For everything from laptop and server sale and repair to web marketing and design, HTDNET can provide a custom solution.

“We’re a technology service company – computer repair, web design, web hosting, IT services, web marketing, with IT we do pretty much everything,” said Matthew Demaree, the company’s CEO. Last year, HTDNET even began operating a VoIP solution, giving customers a powerful new communication tool.

HTDNET serves hundreds of clients, providing bespoke solutions to both simple and complex technical problems.

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The Problem

Demaree was looking for a low cost digital solution that would enable him to add signatures to documents. Before switching to PDFfiller, HTDNET’s contract renewals and other documents were dealt with by “fax machine and DocuSign,” Demaree said. But that process was “long, tedious, and costly.”

Faxing documents was clumsy, as many customers no longer own fax machines and the process requires an extra phone line and an additional device. Moreover, the process tied Demaree to his office. The process was made even more complicated by the fact that customers then had to fill out the form by hand before sending it back, meaning legibility and speed became a concern.

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At up to $480 per year for a business plan, DocuSign was an expensive solution to a simple problem. “DocuSign,” said Demaree, “would have cost us more than we wanted to pay… I wanted a lower cost solution than using DocuSign.”

The Solution

Now, instead of an anachronistic, low-tech solution or an expensive, complicated digital processes, HTDNET is using PDFfiller every week.

HTDNET has completely eliminated fax machines from their office, Demaree said and since going digital, “I am 99% paperless. The only paper I really consume is the checks that people mail me.” The digital solution is more ecologically friendly and, by eliminating fax machines, Demaree has improved the legibility of his contracts and reduced their turnaround time. And, at only $180 per year, PDFfiller’s business plan is more than 60% cheaper than DocuSign’s.

Using PDFfiller to have clients complete and sign documents with legally binding digital signatures is easy: Demaree uploads his document to PDFfiller’s online document management solution, adds client information, makes certain fields fillable and then sends them for completion and signature.

PDFfiller makes editing documents, inputting information, and adding a signature easier than other electronic solutions. “I just find it a little bit easier than DocuSign to manipulate a document and get it ready to send out.” said Demaree.

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“We’ve asked them to sign [contracts], put their name on it, put their position, and date it,” said Demaree, but PDFfiller also makes it easy to request other information from recipients. With customizable dropdown menus and fillable fields, PDFfiller is the easiest way to collect neat client-completed documents. PDFiller allows you to mandate that clients submit certain information, ensuring your forms are always complete when they’ve been returned.

With SendToSign, PDFfiller allows you to send documents for legally-binding electronic signatures to up to 20 clients instantly and without ever leaving PDFfiller. You can receive notifications when documents have been signed and returned. And users can also even designate the document be signed in a specific order and have it distributed automatically. Digital signatures reduce document turnaround time and make it easier to keep records of all your contracts.

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Conclusion

PDFfiller is the best way to complete, send, and sign documents.

A completely digital solution: decreases document turnaround time, increases document legibility and makes document storage easier.

Because it is cheaper and more powerful than the competition, Demaree recommends PDFfiller as a solution for companies looking to manage their documents, send and receive contracts, and add legally-binding digital signatures instantly.

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For the complete paper, click on the link below:

A Helping Hand For a Disabled Student: Completing Homework Digitally

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The Problem

Until last year, Benjamin Landry’s 13-year old son was having difficulty with homework and his disability. Faced with a sizeable workload and struggling to reconcile his handwriting disability with the demands of school, he had to turn to his parents for help. At 13, Landry’s son still wasn’t completing his work independently, instead relying on his parents’ help.

“I was looking for something to help my son with schoolwork. He has a handwriting disability and typing answers are easier than writing,” said Landry.

As a Certified Professional Accountant and business owner, Landry’s time was valuable and he was spending much of his evenings helping his son complete his homework. After searching online, he found a simple, easy to use electronic solution that could help his son improve his ability to do his homework.

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Before starting to use PDFfiller, “my son was dependent on others in order to get his thoughts onto paper in a legible way,” said Landry.

The problem imposed on the lives of Landry and his wife. “Before PDFfiller, my wife and I were having to transcribe his answers for him and his teachers would have to review what he wrote with him in order to understand what was written,” Landry said. His son’s handwriting issue demanded the time and attention of Landry and his wife, while compromising their son’s independence.

After struggling for years with his son, Landry found PDFfiller.

The Solution

Now, Landry’s son has been using PDFfiller “for over a year” on a daily basis. “Once we showed him how it worked, it was easy [for him to use],” Landry said.

Rather than relying on others to transcribe his work for him, now Landry’s son can complete his homework independently. The process is easy:

“We scan and upload his worksheets,” said Landry. “He completes them and then he either emails them directly to his teachers or we print them to be turned in.”

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With its intuitive user interface, using PDFfiller is simple for both Landry and his son. Once homework or a test has been digitized, specific fields can be made fillable using PDFfiller’s drag-and-drop wizard. Landry’s son can type directly onto the document and PDFfiller even allows him to change the font style, size, and color, as well as highlight passages or add sticky notes. Once completed, documents can be sent to any number of recipients, including already saved contacts, in a click of the mouse and without ever leaving PDFfiller.

“We liked that we could upload his school papers [and] his teachers can send him his tests and he can fill them out with his computer,” said Landry.

While PDFfiller makes it easier for students to complete documents by allowing them to do so digitally, schools and teachers can also benefit. In fact, PDFfiller can be as beneficial for teachers as it is for students. PDFfiller allows teachers to distribute documents to all of their students in just a click and then collect them once completed automatically. Having students type their submitted work makes it easier for teachers to read, store, and process it than with a paper-based solution.

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Making homework easy means that documents need to be simple to upload, edit, and send — PDFfiller does all the hard work, allowing Landy’s son to complete and turn in neatly printed assignments on time.

Conclusion

Because PDFfiller allows Landy’s son to type directly onto any document, the homework process is easier for student, parent, and teacher. Circumventing his handwriting disability, Landy’s son has found independence through a digital solution, creating neat, legible documents himself that his teachers no longer have any problem reading. Landy, meanwhile, has freed up time for personal and professional pursuits. Completing and turning in homework has never been easier than it is with PDFfiller.

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For the complete paper, click on the link below: