Two months of contract work, done in one day
Seasonal contract renewals for a Northern Nevada snow removal company.
[TODO: JV confirm all numbers on this page and how they were calculated]
The problem
The company had 1,000+ commercial contracts to renew every season. The owner and one admin spent about two months every year cleaning contract data, generating personalized contracts in PandaDoc and sending them out one at a time. PandaDoc worked fine for templates, but it didn't have the automation depth needed at this volume.
What we built
Over two days I built an automation that handled data cleanup, contract generation and email dispatch, feeding directly into their existing PandaDoc setup. They didn't switch platforms or learn a new tool.
The result
The next renewal cycle ran in a single day with minimal human review. The owner got roughly two months of his year back.
And it brought cash in sooner. Because every contract went out in a day instead of trickling out over a couple of months, customers signed and paid earlier, and the company collected about $100,000 more in cash in May than it otherwise would have.
| Per renewal cycle | Old way (manual) | New way (automated) |
|---|---|---|
| Owner @ $100/hr opportunity cost | 120 hrs = $12,000 | 0.5 hr = $50 |
| Admin @ $32.40/hr ($24 base + 35% burden) | 240 hrs = $7,776 | 0.5 hr = $16 |
| Total | $19,776 | $66 |
That's about $19,710 a year saved, from a 2-day build that paid for itself in the first cycle. To check it against your own business, multiply your hourly cost (base plus burden) by your hours.
[TODO: client quote, only with the client's written permission. Otherwise remove this block.]
Got a seasonal crunch like this?
Snow removal, landscaping, rentals and events all have the same once-a-year paperwork pile.
Book a Strategy Session