The moment a policy document is ready, it goes out for e-signature automatically — and a bot chases every unsigned document over an escalating WhatsApp-and-email ladder until it's back, signed and filed against the policy, usually within six hours.
Typical results
94%
Signed within 48 hours
11 hrs/wk
Chasing time recovered
100%
Docs dispatched instantly
Figures reflect typical results for this kind of automation.
The challenge
Every new policy needed multiple client signatures, and chasing them ate the back office alive. Documents sat unsigned for a week or more while assistants called, texted and re-sent PDFs by hand. Carriers wouldn't activate coverage without complete files, commissions were delayed, and a few deals died simply because the paperwork went cold.
Before and after
Time to signed document
−96%Signed within 48 hours
2.3×Weekly chasing time
−92%The automation
We connected the agency's CRM to an e-signature platform through Make, so the instant a policy document set is generated it's dispatched to the client for mobile signing. An automation then watches every envelope: a friendly WhatsApp nudge after four hours, an email with the signing link the next morning, a firmer reminder on day two, and an alert to the agent only if the client still hasn't signed. Completed documents file themselves automatically.
How it works
- 01
Document ready
The moment a policy document set is generated, it's dispatched to the client for e-signature.
- 02
Mobile signing
The client signs from their phone via a WhatsApp link — no printing, no scanning, no branch visit.
- 03
Escalation ladder
Unsigned after four hours? A WhatsApp nudge. Next morning, an email. Day two, a firmer reminder.
- 04
Human backup
Only stubborn cases alert the agent, with the full contact history attached.
- 05
Filed & done
Signed documents file themselves to the CRM and the carrier folder automatically.
Starts from
- Policy documents
- Agency CRM
Delivers
- WhatsApp nudges
- Email reminders
- Signed & filed
The impact
Median time from dispatch to signed document typically drops from six days to six hours, and about 94% of documents come back within 48 hours. The team stops spending twelve hours a week on chasing, carriers activate coverage days sooner, and policies no longer stall on a missing signature.
Questions about this automation
How does the reminder ladder decide when to nudge a client?
Every envelope is tracked from the moment it is sent. If it is still unsigned after four hours, the client gets a WhatsApp nudge with the signing link, then an email the next morning and a firmer reminder on day two. A signature at any point stops the sequence immediately.
Which systems does the signature chaser connect?
It links the agency's CRM, an e-signature platform such as DocuSign, WhatsApp and email, usually orchestrated in Make. When a policy document set is generated in the CRM, it is dispatched for signing, and the signed copy is filed back to the CRM and the carrier folder automatically.
When does an agent get involved?
Only when the ladder runs out. If a client still hasn't signed after the last reminder, the agent gets an alert with the full contact history, so the call starts with context. Everything before that point runs on its own, and the agent sees which documents are still open.