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Integrated digital contract management and signing accelerates and secures the closing process.

DANIELA DAZA CASTROVistralSupply Units

Context and Problem

The contract signing process was historically manual, disjointed, and resource-intensive. Operations teams needed to switch among various disparate tools to draft contracts, validate seller information, and manage legal signatures. This workflow caused significant inefficiencies due to constant context-switching, repetitive manual data entry, and increased susceptibility to errors in critical data fields. These problems culminated in delayed deal closures and a fragmented user experience for sellers, partners, and internal teams.

The Solution: Integrated Contract Management and Signing Module in Vistral

We have developed and deployed a comprehensive Contract Management & Signing Module fully integrated within the Vistral platform, consolidating all legal workflow steps into a unified environment.

  • Dynamic Contract Editing: Directly accessible from the property file, contracts can be generated and edited instantly. Key data fields such as property address, cadastral references, and financial amounts synchronize automatically from existing records, eliminating manual entry errors and ensuring consistency.

  • Seller Validation Portal: Prior to contract execution, a dedicated portal enables partners to input and validate seller information including personal identification data, tax identifiers, and banking details. The system supports secure uploads of official identification documents (DNI), enhancing compliance and reducing verification overhead.

  • Review and Approval Workflow: The module includes defined "Partner Review" statuses along with real-time commenting capabilities, facilitating collaborative review and amendment processes to ensure contract accuracy before final dispatch.

  • Native Digital Signature Integration: Leveraging DocuSign technology, contracts are distributed for signature with a single click. Signatories can complete the signing process securely from any device within seconds, vastly improving turnaround times.

  • Automated Synchronization and Status Updates: Upon finalization of signatures, the system automatically updates the property’s status on the Kanban board, maintaining complete alignment across teams and eliminating manual follow-ups.

Expected Impact and Benefits

  • Accelerated Closing Times: Digitization and automation reduce signature turnaround from multiple days to a few hours.

  • Elimination of Data Errors: Automated seller data capture removes common typographical errors in legal and financial documentation.

  • Operational Scalability: The Supply team can handle a threefold increase in contract volume without additional manual effort, as “copy-paste” tasks are removed.

  • Enhanced Stakeholder Experience: Investors and sellers benefit from a transparent, professional, and fully digital process that reinforces trust in the PropHero platform.

  • Centralized Documentation: All contract iterations, identification documents, and signed agreements are stored within a singular source of truth, facilitating auditability and document management.