Save Over ¥100,000 Annually with Electronic Contracts and Centralized Paperless Management

OKESHO Co., Ltd.

Interviewee

Strategic Planning Office,Mr. Ichikawa

OKESHO Co., Ltd., based in Nagoya, runs a wide range of housing-related businesses, including remodeling and renovation, real estate brokerage, and sales and installation of residential equipment. To improve the efficiency of contract procedures and reduce costs, the company introduced the electronic contract service SignTime.By digitalizing contract operations that previously relied on paper and postal mail, they were able to reduce stamp duty and accelerate contract completion. In this case study, we explore the background of the introduction, specific usage practices, and how they achieved both operational efficiency and enhanced customer service.

Industry: Construction

Number of Employees: Medium

Pain Points: Cost Consumption、Wants to centrally manage all documents

・Rising stamp duty costs for paper contracts, resulting in annual expenses of several hundred thousand yen.
・Contract signing relied mainly on face-to-face interactions, requiring considerable time to coordinate with distant clients.
・Document storage and data entry were handled at each store, causing manual errors and inefficient document management.

・Reduced stamp duty costs, achieving cost optimization and improved workflow efficiency.
・Contracts are now completed within the same day to the next day, significantly reducing the burden of visits and postal delivery.
・SignTime’s template and e-signature features minimize input fields, centralize contract storage, and reduce on-site staff workload.

Before introducing SignTime, how did you handle contract creation, exchanges, and signing?

Before implementing SignTime, construction contracts were created, exchanged, and signed primarily in person. After clients signed and stamped duplicate paper contracts, copies were stored. For distant clients, contracts had to be mailed, taking anywhere from two days to two weeks for completion.

What prompted you to introduce electronic contracts?

The main reason was stamp duty reduction. Contract volume varied by business division, reaching up to 1,800 contracts annually. Depending on the contract amount, stamp duty ranged from ¥200 to ¥20,000 per contract. Additionally, the company wanted to improve efficiency across all contract operations.

Why did you choose SignTime among other e-signature solutions?

SignTime was selected for its cost performance and robust functionality. Importantly, it includes a built-in scanned storage feature, allowing paper contracts to be digitized and timestamped at no extra cost. The system can manage up to 5,000 contracts centrally, which was a key deciding factor.

Did you have concerns or challenges before implementation?

Many signers were elderly, and there was uncertainty about whether digitalization could truly reduce costs. SignTime addressed this by providing explanatory leaflets and instructional videos for clients, enabling clear guidance and ensuring confidence in using electronic contracts.

Was the implementation process smooth?

Internal training sessions were conducted, templates were organized for each store, and input fields for signers were reduced. This allowed employees to handle contracts efficiently, minimized operational burden, and increased overall usage of the e-signature system.

How does the contract process work now?

Each store uses contract templates. Client information (address, phone number, bank details, etc.) is pre-registered, minimizing manual input and ensuring efficient contract workflow. This also reduces errors and missed signatures.

What benefits have you seen since implementation?

Faster contract completion: Contracts that previously took 2 days to 2 weeks are now completed within the same day to the next day, reducing process time by approximately 80%.
Cost reduction: Annual stamp duty savings of around ¥100,000, improving overall cost efficiency.
Reduced data entry and improved employee convenience: Pre-registered templates minimize input for signers, allowing smooth signing, preventing errors, and enhancing workflow efficiency.
Paperless and centralized management: Electronic storage of contracts reduces physical storage space and management effort. Scanned storage with timestamps allows centralized, digital management of all contracts.

Which SignTime features are mainly used?

Template function: Streamlines contract creation and sending.
SMS sending: Sends signature requests directly from job sites.
Scanned storage: Manages paper contracts digitally with timestamps.

Advanced security features, such as two-factor authentication, are not yet used to reduce barriers for signers but are planned for future implementation.

How have employees and clients responded?

Employees report the system is “easier to use” and “indispensable.” Clients benefit from instructional videos and manuals, reducing the time from document sending to contract signing.

Are there plans to digitize other documents?

Beyond construction contracts, the remodeling department is considering electronic conversion of design contracts. The company aims to further advance paperless operations and improve contract workflow efficiency.