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August 11, 2015

Create and Sign Real Estate Contracts with CudaSign

Real Estate agents are always on the go.  From meeting with new clients, running around town showing homes, to closings, real estate agents are rarely in the office.  With that in mind, they need to make sure they spend their time wisely and spend as much time with clients as they can.

One thing that comes along with the real estate world, is lots of documents – specifically, contracts.  There are a number of different documents that need to be generated and signed throughout the process.  These documents are usually the same template, but with minor changes based on the client’s information (that the agent needs to type out).  There’s a better way! 

In this example, we’re going to show you how you can use WebMerge to generate a buyer representation agreement from Podio, then have the client sign using CudaSign.  All the agent will need to do is press a button in Podio, WebMerge will generate the contract, then hand it off to CudaSign and they’ll handle the signature.  Completely automated!

To get started, we’re going to setup our template for the representation agreement.  We’re going to use a Word document for our template.  Inside Word, we need to add the merge tags to our template.  These merge tags tell the system where we want our client information to go.  Merge tags are text that look like {$FirstName}, {$LastName}, etc (no spaces or special characters).

Here’s what our representation agreement template looks like:

To collect the signature from the client, we need to add one more special tag under the signature area.  This tag is going to be used in CudaSign.  For more information on the tag, please read this.  Here’s what our tag looks like: {literal} {{t:s;r:y;o:"Client";}} {/literal}  and  {literal} {{t:s;r:y;o:"Agent";}} {/literal}

Once you have the template finished up, it is time to upload the file to WebMerge.  From the Documents page in WebMerge, click the New Document button.  Enter a name for the document (Buyer Representation Agreement), then on the next step you’ll pick Office Document as the document type and pick the file from your computer.

After you’ve picked the file, click the Next Step button and that will upload the file and take you to the Settings tab.  From the Settings page you can update settings like the output file type and the name of the file that is generated.  We’re going to pick PDF as the output type and then we’re going to add the Client’s name to the file name.

Go ahead and save your settings and then skip ahead to the Deliver tab.  Here’s where you are going to setup your integration with CudaSign so that our document is automatically sent out for signature.  Click the New Delivery button, then pick the CudaSign option. 

You’ll be asked to login to CudaSign then you’ll see the settings for the delivery.  Enter a Subject (the subject of the email the client will get) and then add the signer’s email address (merge field) and then enter “Client” (or the role that you used in your signature tag inside your document).  Since we need the agent’s signature too, we’ll add them as a signer too.

After you’ve saved the CudaSign settings, you’re ready to setup the integration with Podio!  For the integration, we’re going to use a service called Zapier.  Zapier is going to allow us to setup an integration in minutes without any coding necessary.

*Note: the following instructions are using Zapier’s new Zap editor

Inside Zapier, create a New Zap.  Click the new Trigger button, then pick Podio from the list and choose “New Action” as the trigger. 

On the next step, you’re going to be asked to authenticate your Podio account, then you’ll be taken to a page where you need to pick your Podio Workspace, App, etc.

We’re going to be triggering the merge of our contract based on a “Status” category field we’ve setup in Podio.  When someone clicks the “Send Contract” category field, that will trigger this zap.

After you saved the Podio settings, you’ll need to add the WebMerge Action.  Click the Get Started button and pick WebMerge as the service then select Create Document Merge as the action.

On the next step you’re going to be asked to setup your WebMerge account.  Go ahead and add your API Key and Secret (which you can generate under Account > API Access inside WebMerge) and click Continue.

You’ll then be asked to pick the WebMerge document you’d like to merge, so go ahead and pick the contract template you just uploaded.  Zapier will then load a list of all the merge fields that are in your document.  For each of those merge fields, you need to match up the corresponding Podio field (click the button on the right side of the box to see a list of the Podio fields).

Once you’ve finished up mapping all of the merge fields, go ahead and save the action.  You’ll be taken back to the overview of the Zap and you should see something like this:

If everything looks good, click the big Turn On button and that will activate the zap!  Now, every time that you click the “Send Contract” status inside Podio, Zapier will grab that contact’s information and send it over to WebMerge.

Let’s give it a try!  Login to Podio and go to one of your contacts.  Find the Status field that you setup and then click the Send Contract option.

In a few seconds, you should be receiving an email from CudaSign inviting you to go sign the contract that was just generated.  Here’s what our contract looked like:

That’s it!  You’re all done and ready to start automating your buyer representation agreements.  Can you think of any other documents that you could automate with WebMerge?  Never copy and paste again!

9 min read

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