Welcome to Operations Mastery - the 3-minute email that teaches you how to scale your business, increase your profit margins, and save time by optimizing your internal operations.
Brought to you by Ed Axe, Founder & CEO of Axe Automation.
Are you (or your team) wasting precious time manually creating contracts and documents?
There’s a better way.
Here’s how I helped a real estate client automate their entire contract process.
They were manually creating about 100+ contracts per week.
Now that process is fully automated:
1️⃣ Create a template
Build a Google Doc with data variables for client info (name, email, price, etc.)
Let’s break this down:
- Open Google Docs and create a new document
- Write your standard contract text
- For areas that change with each client, use to indicate variables
- Example: “This agreement is between and Our Real Estate Company”
- Include variables for all changeable info: , , , etc.
- Pro tip: Use a table of contents for longer contracts to make navigation easier
This template becomes your master document, ready to be filled with client-specific information automatically.
2️⃣ Set up the automation
Use make.com to trigger document creation when a lead becomes a client in your CRM
Here’s how to set this up:
- Create a new scenario
- Choose your CRM as the trigger (e.g., Pipedrive, Salesforce, HubSpot)
- Set the trigger to “When a lead status changes to client”
- Add a Google Docs action to create a new document from your template
- Map the CRM fields to your document variables (e.g., CRM’s “Client Name” to document’s )
This step ensures that as soon as a lead becomes a client in your CRM, the contract creation process begins automatically.
3️⃣ Customize the flow
Add modules to download the contract as a PDF and email it to the client automatically
Let’s expand on this:
- After the Google Docs action, add a “Download File” module
- Set it to download the newly created document as a PDF
- Next, add an “Send an Email” module
- Use the client’s email from your CRM as the recipient
- Create a professional email template introducing the contract
- Attach the downloaded PDF to the email
This step takes your automated process from document creation to delivery, all without manual intervention.
4️⃣ Scale it up
For complex contracts, create multiple paths based on different variables
Here’s how to handle more complex scenarios:
- Example: If property value > $500,000, use premium contract template
- Add conditional modules to include or exclude certain clauses based on client data
- For multi-page contracts, use multiple Google Docs templates and combine them in the final step
- Consider adding a signature request module (like DocuSign) for a fully automated process
By building in this flexibility, your automation can handle a wide range of contract scenarios, from simple to complex.
The result?
Contracts created and sent in seconds, not hours.
My client now saves 20+ hours per week on paperwork.
That’s time they can spend on high-value tasks like closing more deals and growing the business.
Real-world impact:
- Reduced contract errors by 95% due to eliminated manual data entry
- Increased client satisfaction with faster turnaround times
- Allowed the team to take on 30% more clients without hiring additional staff
Stop wasting time on repetitive tasks.
Automate and scale!
This automation technique isn’t just for real estate. I’ve successfully implemented similar systems for CPAs, marketing agencies, and even a local bakery for their custom cake orders. The possibilities are endless!
Check it out for yourself:
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One more thing - We have helped 60+ businesses save $1m+ in labor costs & over 50,000 hours using Automation & AI.
If you’re looking to:
- Save 100+ hours per month
- Increase profit margins by 20%
- Remove yourself from daily operations
Book your 30-minute consultation here to learn more about how we can help: https://www.axeautomation.co/
Here are some other articles you might find useful:
See you next week!
Best,
Ed Axe