Real Estate Agents Using Contract Proposal Software: A Case Study

In the real estate industry, timing, professionalism, and trust can make or break a deal. Whether you are selling a cozy condo or negotiating a multimillion-dollar commercial lease, the way you present your offer matters. Real estate agents often deal with high volumes of paperwork, back-and-forth negotiations, and strict deadlines. This is why many agents and brokerages are turning to contract proposals software to simplify and speed up their processes.

This blog presents a real-world case study showing how a mid-sized real estate team streamlined operations, improved client experiences, and closed more deals using contract proposals software. If you are in the real estate business and still relying on PDFs, email threads, or printed contracts, this story might inspire you to modernize your workflow.

Background: The Challenge Before Automation

Company: Horizon Keys Realty
Location: Austin, Texas
Team Size: 12 agents and 3 admin staff
Client Type: Residential and commercial buyers and sellers

Before switching to contract proposals software, the team at Horizon Keys Realty followed a traditional process. Each proposal or agreement had to be manually created, sent as a PDF, printed for signatures, and tracked through spreadsheets.

Key pain points included:

• Long delays in proposal approvals

• Frequent errors due to copy-paste mistakes

• Disorganized file storage

• Clients forgetting to sign or return documents

• Missed follow-ups and lack of visibility on proposal status

According to team lead Maria Lopez, “We were spending more time managing paperwork than actually selling properties.”

The Switch to Contract Proposals Software

The team decided to explore digital solutions and adopted a contract proposals software tailored for real estate professionals. They chose a platform that offered:

• Customizable templates for listing agreements, buyer proposals, and lease offers

• Integrated e-signature functionality

• Mobile access for on-the-go agents

• Real-time tracking and analytics

• CRM integration to sync client details automatically

• Cloud-based storage for easy access to documents anytime

The transition took less than a week. Agents were trained through online tutorials, and templates were set up to match the brokerage's branding and legal language.

Real-World Results After 3 Months

1. 65 Percent Faster Proposal Turnaround

Before using contract proposals software, it typically took 3 to 4 hours to prepare, send, and finalize a listing or offer letter. With the new system, the same process takes about 1 hour.

Templates automatically pull in client and property data, so agents no longer have to rewrite the same content for each deal.

“Now I can send a clean, professional listing agreement in minutes while still on-site with the client,” says agent Chris Donnelly.

2. Improved Accuracy and Professionalism

The software’s pre-built templates ensure legal clauses and property descriptions are standardized and accurate. This reduces human error and the risk of missing critical details.

Clients have also responded positively to the polished and consistent design of the digital proposals. “Our proposals look more professional, which builds trust and confidence with clients,” Maria adds.

3. 80 Percent of Contracts Signed Within 24 Hours

E-signatures have been a game changer. Clients can sign directly from their phone or computer—no printing, scanning, or in-person meetings required.

The team reports that over 80 percent of their documents are now signed within 24 hours of being sent, a major improvement from the previous average of 3 to 5 days.

This speed has helped them win listings faster and submit offers before competing agents.

4. Better Team Collaboration

The admin staff and agents now work in a shared dashboard, where they can assign tasks, view the status of proposals, and leave internal notes. This has reduced email clutter and improved accountability.

If an agent is out sick or on vacation, another team member can pick up where they left off because everything is visible and stored in one place.

5. No More Lost Files or Missed Deadlines

With cloud storage and automated reminders, the team no longer has to worry about losing files or forgetting to follow up on unsigned documents. The system sends alerts when a proposal is opened, viewed, or left unsigned.

One agent said, “I used to lose track of documents when juggling ten deals at once. Now I get notifications that keep me on top of everything.”

Client Experience: A Seller's Perspective

A recent client, Michael Chan, shared his experience with the new process:

“When I decided to list my home, my agent emailed me a digital proposal while we were still talking on the phone. I reviewed it on my tablet, signed it, and got confirmation instantly. The whole process took less than 30 minutes. It felt modern and efficient.”

Clients appreciate the convenience, speed, and professionalism of receiving well-structured proposals that are easy to understand and sign.

Lessons Learned from Horizon Keys Realty

1. Invest in Training Early
The team saw faster results by making sure all agents knew how to use the platform from day one.

2. Use Templates to Standardize Content
Creating branded and legally compliant templates saved hours of editing and review time.

3. Automate Where It Makes Sense
Setting up automated reminders and approval workflows allowed agents to focus more on clients and less on admin.

4. Choose Software That Integrates with Your CRM
Syncing contact data with their CRM helped avoid double entry and kept everything up to date.

Final Thoughts

The success story of Horizon Keys Realty highlights how even small to mid-sized real estate teams can benefit from adopting contract proposals software. From speeding up deal cycles to enhancing the client experience, the return on investment is clear.

For real estate professionals looking to stand out in a competitive market, modernizing your proposal workflow is no longer optional—it is essential. The right software can help you close deals faster, stay organized, and present yourself as the tech-savvy agent today’s clients expect.

If your current process feels slow or chaotic, it might be time to consider making the switch. As Horizon Keys Realty learned, streamlining with contract proposals software is not just about saving time—it is about winning more business.

Read more: http://www.mizmiz.de/read-blog/194771