The problem
After a customer signs the contract, they need portal access, an understanding of the construction schedule, and to know when the first invoice is due. Without automation, that depends on a manual handoff from sales to customer care — and that's exactly where information gets lost or arrives too late, creating the customer's first bad impression right after closing the deal.
How the automation works
1. Triggered by the signature. As soon as the contract is signed electronically, the automation receives the confirmation with buyer and contract data — no waiting for someone to open a system and process it by hand.
2. Access creation and welcome message. The customer's record is automatically created (or updated) in the portal or CRM, and a welcome message — with a portal access link, the responsible team's contact, and what to expect next — goes out over WhatsApp or email immediately.
3. Plain-language schedule. The automation pulls the construction schedule from the ERP and sends it to the customer in simplified form (key milestones, not a technical Gantt chart only an engineer would understand).
4. First invoice scheduled. The first invoice is automatically scheduled according to the date set in the contract — with no one needing to remember to configure it.
5. Guaranteed human follow-up. A task is automatically created for the customer care team to call the customer within 48 hours and confirm everything arrived correctly — the automation handles delivery, but the human touch still happens, just without depending on someone remembering to schedule it.
Platforms used (and possible alternatives)
| Function | Used in this case | Also works with |
|---|---|---|
| E-signature | Clicksign / Autentique | DocuSign, D4Sign, Assinafy, CertSign |
| Construction ERP (schedule) | Sienge | TOTVS Construtor, SAP Business One |
| Follow-up task management | Trello / CRM | Asana, Monday, ClickUp |
| Customer communication | WhatsApp / email | SMS as a backup channel |
What this automation prevents
The customer doesn't wait for someone to "remember" to send access or the schedule. There's no contract signed on a Friday that only gets processed the following Monday. And the customer care team isn't chasing down information that should already be ready when they call.
Does your company also lose time manually handing off information between sales and support? Talk to us for a free diagnosis.