Manual Quote & Order Management Was Slowing Operations.
PAC Signing received quote requests and signing orders through email from multiple vendors, banks, and title companies. Every quote required employees to manually review emails, contact nearby signing agents, negotiate pricing over calls, and then send agent details back to vendors.
Once an order was awarded, the team again had to manually locate the selected agent, assign the order, track appointments, generate invoices, and communicate updates through emails and phone calls.
This process created:
- Delayed quote responses to vendors
- Excessive manual phone calls and emails
- Difficulty tracking agent availability
- Lack of centralized order management
- Time-consuming invoice generation
- Poor visibility into profitability and appointment status
The Strategy & Solution
I designed and developed a centralized signing management portal that automatically converts incoming emails into actionable records.
When a quote request arrives via email, the system automatically extracts and stores the quote details inside the portal. Employees can instantly locate nearby signing agents using geolocation technology and send quote requests directly through the system.
Agents submit their bids within the portal, allowing staff to compare offers and select the most suitable agent. Once the vendor approves the quote, incoming order emails are automatically matched with the previously awarded quote using the FASS number and assigned to the selected agent without manual intervention.
The entire workflow is managed from a single platform rather than scattered email conversations.
▶ Watch: 2-minute walkthrough of the portal interface and automated quote conversion.
HOW IT WORKS.
Email Automation & Parsing
Incoming quote and order emails are automatically processed and converted into structured records inside the portal.
Nearby Agent Finder
Google Maps API calculates agent proximity using latitude and longitude coordinates, helping employees identify the closest available signing agents.
Agent Bidding System
Agents receive quote opportunities and submit their pricing directly through the portal, removing the need for manual calls and negotiations.
Automatic Order Matching
Orders are automatically linked with previously approved quotes using the FASS number, ensuring accurate assignment to the selected signing agent.
Role-Based Access Control
Separate dashboards and permissions for Administrators, Employees, and Signing Agents.
KEY FEATURES SUMMARY
- Automated Email-to-Portal Conversion
- Agent Registration & Profile Management
- Nearby Agent Finder (Latitude/Longitude Based)
- Agent Bidding System
- Automatic Order Assignment
- Internal Chat System
- Appointment Scheduling Calendar
- Appointment Status Tracking
- Monthly Invoice Management
- Profit Calculator
- Automated Reminders & Notifications
// with awarded quote using FASS number
$orderFass=$orderData['fass_number'];$quote=getQuoteByFass($orderFass);if($quote){assignOrderToAgent($orderData['id'],$quote['selected_agent_id'] ); }
The Result
PAC Signing transformed its operations from a fragmented email-driven workflow into a centralized signing management platform. Staff can now manage quotes, orders, agent communication, scheduling, invoices, and profitability from a single system, significantly improving efficiency, response times, and operational visibility.
Need a custom portal?
Let's discuss how we can automate your operations.