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Check out these paperless management solutions, from budget-friendly apps to full-service management systems.
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Monday, August 11, 2014
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Michael Antoniak
Going Paperless On a Budget
Free and low-cost services and mobile apps can be used to digitize documents and store files in the cloud.
MDScan
STOIK Software
$4.99
This scanning app for mobile devices running Google’s Android 2.2 and later uses the built-in camera to read and convert images, paper documents, and other content to standard PDF files. It detects borders, corrects distortion, and adjusts brightness to ensure consistency and legibility. In Batch mode, it will scan and digitize multipage forms and contracts.
Scanner Pro
Readdle
$5.99
A mobile scanning app for iPhones and iPads, it uses your device’s built-in camera to scan and convert all types of paper documents into PDFs. It will automatically upload files to cloud services, including EverNote, Google Drive, and Dropbox. Company also offers PDF Expertfor editing these files.
In This Guide:
You Probably Can't Go Entirely Paperless
6 Steps to Transitioning Your Office to a Paperless Workflow
Terms You Should Know When Going Digital
How Other Practitioners Made Their Offices Paperless
Creating a Paperless Workflow
Invest a few more dollars and you can sign digital forms and contracts, convert printed documents to PDFs, and automatically back up office files to the cloud.
zipForm Plus
zipLogix (REALTOR Benefits® partner)
$109.95 base price; document library(check site for local availability) can entail additional fees
This cloud service for real estate forms and contracts has integrated digital signatures, document management, and cloud storage for Windows and Macintosh computers. It comes with a library of electronic forms and contracts available for most areas of the country. Forms, contracts, and transactions are all fully searchable. The iOS or Android app is required for use on mobile devices. Forms and contracts are also available in a desktop software version.
Acrobat XI Standard Edition
Adobe Systems Inc.
$14.95/month with annual subscription
This is the latest cloud-based version of Adobe’s software for creating, editing, signing, and managing PDF documents on Windows or Macintosh computers. It allows users to incorporate photos and merge multiple files into a single PDF. It also supports electronic signing of PDFs using an image of a signature or through Adobe’s optional EchoSign, which also supports e-signatures on mobile devices and automatically records and stores document history.
DocuSign For REALTORS® PLUS
DocuSign (REALTOR Benefits® partner)
$240 annual subscription
This cloud-based bundle combines the features of DocuSign’s e-signature platform with its Transaction Room management system for a paperless workflow. The e-signature solution can be used to endorse any type of document file on computers, smartphones, and tablets. It integrates with zipForms Plus accounts for importing and archiving real estate forms and contracts. Transaction Room serves as a transaction management system for collaborating and managing activity related to digital documents. This bundle includes 100 GB of cloud storage.
relay
zipLogix (REALTOR Benefits® partner)
$299 annual subscription
This transaction management system manages all activity and documents related to a real estate sale. It has one-click integration with zipForms Plus accounts for viewing, importing, and sharing digital documents. It automatically creates and maintains a log of activity, document edits, and correspondence. It also generates a branded CD as a digital archive of transaction documents and activity after closing.
LaserJet Pro 400 MFP
HP (REALTOR Benefits® partner)
$475
Multifunction office systems like this can be used to digitize existing paper documents and print digital files for clients. It will automatically scan and convert printed documents into editable PDF files. It can scan color files and features a 50-page automatic document feeder for two-sided scanning. As a printer and copier, it offers a maximum print speed of 35 pages per minute and print resolution of 600 dpi for black-and-white or color documents.
Carbonite Plus
Carbonite
$269.99 annual subscription for storing 250 GB
This is a cloud-based solution for backing up an office’s digitized documents and computer files. It automatically uploads files in the background as they are created or updated. Files are encrypted and stored on multiple servers and can be accessed or restored on any Web-connected device by authorized account users.
Bringing It All Together
The most expensive options are also the most comprehensive transaction management systems. They provide integrated modules in the cloud for managing your real estate documents and all the related activity required to guide a sale to closing.
Paperless Pipeline
$75 monthly subscription for up to 10 new transactions; scalable based on activity and number of agents
This cloud-based transaction management system allows the office broker or manager to set permissions and to assign and track tasks related to each transaction. Subscribers can create and review checklists and e-mail them from within the program. It provides a single page for brokers to review documents and activities related to all transactions. Security features include document encryption and multiple backups.
Real Estate Paperless Solutions
Subscriptions start at $25/month for individual, $100/month for office
This service helps an established real estate company transition to and manage a paperless workflow. The Paperless Real Estate Office cloud service provides online document access, storage, and backups. Once set up, it can be used to manage real estate documents and actions, including files and records, properties, lockboxes, and agent activity. Optional services include digitizing existing paper records for archiving online, and creating interactive PDFs from existing paper forms and contracts for use as digital documents.
SkySlope
Subscription starts at $25/month per agent for offices with up to 10 agents, with volume discounts
This cloud-based transaction management solution can be customized to the specific needs and workflow of a real estate office or company. Features include document storage and access; digital signatures; document and activity checklists; tracking e-mails and text messages as part of transaction records; and logging all activity. Apps for mobile access via smartphones or tablets are included.
DotLoop
Price based on size of company and number of transactions
This cloud-based platform manages real estate activity and documents as a single workflow. It organizes transactions as “loops,” where relevant documents are stored, activity is monitored, and authorized parties can check on a transaction’s status and interact. It includes document task lists and apps for accessing the system from mobile devices.
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Check out these paperless management solutions, from budget-friendly apps to full-service management systems.
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