Customer story 
MuteBox

Mutebox reduced time spent on contracts by 80 % while keeping a 100 % accuracy rate. Here is how.

Company

MuteBox

Industry

Design

Use Case

Sales

Location

Denmark

Employees

20+

“We miss 0 % of our deals, save 80 % of our time, and our contracts are 100 % correct,” Christian Toft Bach, CMO.  

Using Contractbook, MuteBox has reduced a process that used to take them 15 minutes to 2-3 minutes. This is the story of how they did it.

Mutebox reduced time spent on contracts by 80 % while keeping a 100 % accuracy rate. Here is how.
MuteBox
's gains

Hiring at scale!

Burd is a tech and logistics company that offers same - day delivery for webshops - it’s a bit like Wolt or Deliveroo but with things.

In most cases, their delivery is the last touchpoint a webshop has with the customers, so providing excellent service is key to their business. That human touch - a smile or a fun remark when the package is delivered - makes all the difference. But they’ve also understood the value of using state-of-the-art technologies to make their delivery services timely and reliable - right down to the minute.

Due to their success, Burd is hiring deliverers at scale. What makes their recruitment efforts even more tricky is that there is a high average employee churn rate in the kind of gig economy Burd operates in.

It’s crucial for Burd that their employees work under fair conditions and well-regulated contracts. That means a huge administrative burden connected to recruiting in just sorting out the paperwork and ensuring all the legal formalities are in place.

Such was the challenge Burd faced when they got in contact with Contractbook.

ChallengeBurd faced a huge administrative burden connected to recruiting in just sorting out the paperwork and ensuring all the legal formalities are in place.
Challenge
Burd faced a huge administrative burden connected to recruiting in just sorting out the paperwork and ensuring all the legal formalities are in place.

An automated onboarding process

Automation is key to scaling a high-growth business. Especially when there is tough competition for talent and the market cycle forces you to be cost-efficient.

With that said, you should not automate everything. We usually advise you to automate low-complexity and high-frequency manual tasks so your people can focus on their work's social, strategic and creative aspects.

In other words, tedious, repetitive tasks divided by automation equals more time plus freedom.With that in mind, Contractbook stepped in to help Burd automate the manual processes of their onboarding.

Burd’s solution works like this:

  1. When a new recruit contacts Burd Delivery through their website, they receive a form where they type in basic information about themselves. Based on these data points, Contractbook auto-generates an employment contract for them to sign.
  2. The template is set up and adjusted centrally from Burd's Contractbook account so that nobody can edit the contents of their standard document without permission. That prevents typos and other mistakes and helps Burd keep a consistent legal standard for their employment agreements.
  3. When the contract is viewed, approved and signed, it self-executes - a bit like a smart contract but without all the blockchain fuzz. The recruit automatically receives further information about their onboarding. At the same time, they're automatically created in Burd's salary system. In that way, Burd doesn't need to spend time writing emails or doing manual data inputs and copy/paste work.

Burd likes to keep a human in the loop to review parts of the process, but the manual touchpoints are automated from the moment a new employee goes through their form on the website until they arrive at Burd's facility for their very first gig.

Meanwhile, Burd can keep track of all their employment contracts in a single centralized overview provided by Contractbook, so everything is indexed, organized and easy to find.

Solution
Thanks to Contractbook, Burd gained at least 15 minutes per recruit of saved time and a much more error-prone and compliant setup.
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Flawless contracts in no time!

You can consider automation a bit like a dishwasher. You use it for things you often clean and for things that are easy to clean - like your plates and cutlery. But don’t use it for your Japanese knives or that cast iron skillets you inherited from your great-grandmother. They require special treatment.

Burd Delivery got this right. They’re hiring at scale to keep up with the increasing service demand. Using Contractbook, they’ve automated all the manual aspects of their onboarding process, so they have more energy to focus on their X-factor - providing the best customer service in their field.

When talking to Jakob Kristiansen, Burd's founder and Creative Director, he mentioned two essential gains from their setup.

  • First, Contractbook saves them a ton of time as they don’t have to waste it on data entry and copy/paste work. At least 15 minutes per recruit and adding that up; “Our Contractbook-setup has saved us days,” Jakob told us. Maybe even weeks.
  • Secondly, they get a flawless setup. Let’s face it; computers are more reliable than humans when sending data back and forth. It’s those simple high-frequency tasks where machines excel, so Burd has been blessed with a much more error-prone and compliant setup thanks to Contractbook.

As Jakob mentioned, "This automation is super reliable, and we don’t risk making any typing errors in our contracts.”

In that way, Jakob summarized the wonders of Contractbook: we make working with contracts faster and more accurate.

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Contractbook for HR-teams

As a contract management software, the Contractbook platform is tailored for HR use cases.Whether you work with employment agreements, consultancy agreements or NDAs, Contractbook allows you to create, sign and organize your contracts in a single streamlined workflow.

Like Burd, you can automate your employee onboarding, collect employee data securely via forms and auto-generate new agreements based on questionnaires. You can negotiate the deals seamlessly and track the progress of your deals. And you can automate your legal obligations to stay on top of trial periods, termination dates, renewals, renegotiations and much more.

Companies like Burd usually also integrate Contractbook with their HR tools like HiBob, Humaans and Persiono or payroll software that allows you to sync Contractbook with your payroll systems to reduce manual touchpoints and secure a smooth onboarding process.

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Burd Website Source

Challenge

Burd faced a huge administrative burden connected to recruiting in just sorting out the paperwork and ensuring all the legal formalities are in place.

Solution

The manual touchpoints are automated from the moment a new employee goes through their form on the website until they arrive at Burd's facility for their very first gig.

Speed up your work with automations

Learn more

Results

Thanks to Contractbook, Burd gained at least 15 minutes per recruit of saved time and a much more error-prone and compliant setup.

Ready to give your compliance team a contract boost?

Learn more

Success = scalability challenges

MuteBox is a company that builds sound-isolated meeting rooms and well-designed phone booths using only sustainable materials. Companies can either rent or buy them for their office facilities to create quiet working spaces where people can focus and connect. 

MuteBox took part in the Danish version of Shark Tank a few years ago; since then, they haven’t looked back. Business was booming. 

In general, that means happy days, satisfied investors and euphoric founders. However, with the kind of success they saw, they also experienced scalability challenges. 

Before MuteBox started using Contractbook, they had to manually create, send and sign their sales - and rental agreements every time they received an inquiry in their webshop. The customers would then have to print out the contract, sign it on paper and return it via email, which caused friction and delayed the sales cycle. It also made them vulnerable to human errors and general forgetfulness. 

As Christian Toft Bach, their CMO, told us: “Back-and-forth emails were holding us back.” 

Luckily, Contractbook was there to make the process smooth and scalable. 

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A simple automated solution

MuteBox’ new solution was simple. Whenever an order goes through their Shopify account, a rental agreement is generated in Contractbook. The contract is based on the same template each time, so MuteBox has consistency across their contracts. Simultaneously, the template is populated by the data inserted by the customer so that MuteBox have a contract ready for signature in a matter of seconds. 

Meanwhile, MuteBox received a notification, and a Trello card is generated with a task requiring MuteBox to review the contract and send it to signature. The review normally takes a few seconds. This step is mainly to check whether the customer data seems correct. 

Once the deal has been reviewed, MuteBox signs it with Contractbook’s e-signature and sends it to the client. It usually takes just a few minutes before they have a done deal.

As Christan Bach Toft told us, a process that used to take around 15 minutes now takes just 2-3 minutes

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Saved time, fewer errors 

The benefits of this optimized process are plenty. As CMO Christan Bach Toft told us: “We miss 0 % of our deals, save 80 % of our time, and our contracts are 100 % correct.”

“Contracts were not our cup of tea,” said Christan Bach Toft. Luckily, their Contractbook-setup relieves them of all the manual busy work that comes with traditional contract management. They don’t have to draft contracts; they don’t have to do manual data entry, back-and-forth-emailing, printing, scanning and all the other tedious tasks they used to do. 

“Document automation allows me to forget paperwork and focus on growing,” Christan Bach Toft told us. 

Saved time is not the only benefit they’ve gained. By using Contractbook to auto-generate contracts based on a fixed template and the data the customers provide, MuteBox now has a 100 % foolproof process. There is no risk of human errors in his legal work, the contracts are consistent, and liabilities are virtually non-existent. 

Last but now least, they have a flawless flow. They always know what’s next, and no deal slips through the cracks. The process runs smoothly with little to no human interaction, and they receive reminders and notifications of all their tasks and obligations. 

A plan for every need

Contractbook offers many different ways to tailor contract management processes and build automated workflows. 

MuteBox setup is based on our foundation plan that enables you to create, sign and organize all your contracts in a single streamlined flow. The average savings on labor for using such a contract management software is around 8000 dollars per year

On top of that, you can customize specific workflows depending on whether you wish to automate your sales process like MuteBox, or want to use it for employment contracts, compliance documents etc. 

Ready to give your sales team a contract boost?
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Burd Website Source

Challenge

Burd faced a huge administrative burden connected to recruiting in just sorting out the paperwork and ensuring all the legal formalities are in place.

Solution

The manual touchpoints are automated from the moment a new employee goes through their form on the website until they arrive at Burd's facility for their very first gig.

Speed up your work with automations

Learn more

Results

Thanks to Contractbook, Burd gained at least 15 minutes per recruit of saved time and a much more error-prone and compliant setup.