A media production company juggled 180 freelancers a year on emailed contracts and expired insurance certificates. We automated the whole compliance flow — agreements, documents, renewals — cutting onboarding from nine days to one, with zero contractors working on lapsed terms.
Typical results
1 day
Contractor onboarding
180
Freelancers managed yearly
60 days
Renewal warning window
Figures reflect typical results for this kind of automation.
The challenge
Every production pulled in freelance crew fast, but paperwork moved slowly: agreements, insurance certificates and tax forms took nine days of email ping-pong per contractor. At any given moment, around 25 freelancers were on set with lapsed insurance or expired terms — an uninsured-incident risk — and production coordinators lost twelve hours a month chasing documents.
Before and after
Onboarding turnaround
−89%Contractors on expired terms
−100%Monthly document chasing
−92%The automation
We built a Make flow that starts when a producer enters a freelancer's email. The contractor gets a guided mobile flow to upload insurance certificates and tax forms — validated on arrival for coverage amounts and expiry dates — while the right agreement template, rate card included, goes out for e-signature. Everything lands in one vendor record, and 60 days before any document lapses, renewal sequences start and producers are warned before booking.
How it works
- 01
Intake in minutes
A producer adds a freelancer's email; the contractor gets a guided mobile flow for everything required.
- 02
Documents validated
Insurance certificates and tax forms are checked for coverage amounts and expiry dates the moment they arrive.
- 03
Agreement e-signed
The correct contract template, negotiated rate card included, goes out for e-signature automatically.
- 04
Everything tracked
Signed terms, expiry dates and rates live in one vendor record with a clear compliance status.
- 05
Renewals fire early
Sixty days before any document lapses, renewal sequences start and producers are warned before booking.
Starts from
- New contractor intake
- Insurance & tax documents
Delivers
- E-signed agreement
- Vendor record & rate card
- Renewal alerts
The impact
Contractor onboarding falls from nine days to one, and the count of freelancers working on expired terms drops from roughly 25 to zero, across about 180 onboardings a year. Document chasing shrinks from twelve hours a month to one, and productions stop booking uninsured crew.
Questions about this automation
What does a freelancer need to do to get onboarded?
After a producer enters the freelancer's email, the contractor receives a guided mobile flow. They upload an insurance certificate and tax forms, confirm their details and sign the agreement electronically. Most steps take a few minutes, and reminders go out automatically if anything is left unfinished.
How are insurance certificates and tax forms checked?
Each document is checked on arrival for the required coverage amounts, the insured party and the expiry date. Documents that fail a check go back to the contractor with the reason, and the producer can see the compliance status on the vendor record before booking anyone for a production.
What happens when a document is about to expire?
Sixty days before any certificate or agreement lapses, a renewal sequence asks the contractor for an updated document, and producers are warned if they try to book someone whose terms are expiring. A multi-step build like this is usually rolled out in stages, starting with intake and e-signature.