Since 1967, Toll Brothers has been building luxury communities in locations across the U.S. They are known for their unique buying process, home customization options, premium building materials, sought-after locations and environmental leadership.
Toll Brothers’ process for completing the execution of documents related to the sale of properties is referred to as an Agreement of Sale (AOS). This process was manual, time-consuming, prone to error and increased the company’s risk. AOS documents were also delivered by hand or by mail. This method of delivery, along with the process required to secure buyer signatures, review and return final documents to the buyer, could take as many as 30 days or more.
The time required to complete this process delayed construction and increased the risk for customers to rescind their offers. The old process also made it difficult to comply with internal audit requirements or to easily determine the status or approval within the process. Toll Brothers was at a point where they needed an update to their existing process.
Toll Brothers engaged RDA to implement an automated solution for their Agreement of Sale document process. The solution leveraged a Nintex workflow product and a DocuSign electronic signature functionality. Bringing the AOS solution online with Toll Brothers’ SharePoint intranet required an integration effort, including both design due diligence and solution implementation.
RDA worked with Toll Brothers’ subject matter experts (SMEs) to develop the integration strategy, including workflow, user interface design and information architecture elements such as document storage, structure, content types, metadata, security, access and search. Upon completion, RDA organized a technical knowledge transfer to Toll Brothers’ IT staff and provides post-production support as needed.
Toll Brothers’ brand new document process automation solution eliminated the manual handling of documents, dramatically reducing the time for agreements to move from initiation to approval. The status of documents are now readily available at any point in the process, facilitating the satisfaction of auditing requirements as well as compliance with internal standards.
Employees using the new document process automation system have found it intuitive and easy to navigate. Adoption also happened rapidly—so fast, in fact, that the project paid for itself while initial roll-out was still underway.