The Company
Pacific Workplaces is a provider of managed office spaces with locations across California and Nevada. In addition to office space, the company offers virtual office services, including business addresses, phone answering, and mail handling for clients that do not need a physical office.
The Problem
Before Anvil, onboarding a new client required Pacific Workplaces to send an email with multiple attached forms covering lease details, phone answering instructions, building access, credit card billing, and other operational information. In many cases, the process involved at least five multi-page forms, some of which were difficult for clients to complete correctly.
Because the forms asked for overlapping information and included confusing requirements, the process often led to back-and-forth, missing details, and incorrectly completed paperwork. For a lean team with only a receptionist and a community manager at each location, that administrative burden created delays and pulled time away from serving current and prospective tenants.
"As a small business, we run a very lean operation. Each location only employs two people: a receptionist and a community manager. Anvil has helped us decrease vacancy rates significantly. Now we focus less on paperwork and data entry, and more on providing the best experience for new and current tenants."
-Chase Curtis — Community Manager, San Francisco
The Solution
Anvil created a single guided Workflow that brought clients through the onboarding process from initial information collection to final signature. Instead of asking clients to complete the same information across multiple forms, the workflow captured each data point once and automatically reused it wherever needed through Anvil's PDF filling capabilities.
On the back end, the Anvil dashboard gave Pacific Workplaces a central place to track in-progress applications, monitor completion status, and download completed documents.
The Result
With Anvil, Pacific Workplaces reduced paperwork turnaround time from one week to one day.
That faster onboarding process helped the company bring in rental revenue sooner, reduce time spent on data entry and client follow-up, and improve occupancy rates. Internal administrative work dropped from roughly three days per week to less than one, giving staff more time to support tenants and improve the client experience.
