How KarmaCheck transformed contract management and saved 20+ hours a week

Fast growth is a good problem to have — until your internal processes aren’t designed to handle the surge.

That was the reality for KarmaCheck, a rapidly scaling leader in background checks and screenings for staffing firms, where contract management wasn’t just a back-office function, it was a mission-critical workflow tied to compliance, candidate consent, and revenue.

When Allie Blech joined as Director of Revenue Operations, she was tasked with building scalable infrastructure from scratch. “There wasn’t really a scalable process for contracts, and consent forms were being delivered inefficiently,” she recalled.

KarmaCheck didn’t just need e-signature.

They needed a flexible, automated contract management solution that could serve legal, security, compliance, sales, partnerships, and more, all without relying on engineering to maintain it.

That’s where PandaDoc came in.

Too many tools, not enough alignment

Before adopting PandaDoc, KarmaCheck’s internal teams were juggling tools that simply didn’t work together.

Sales was sending contracts through Docusign, while the engineering team maintained a custom AdobeSign setup just to handle specific consent form requirements. Legal had its own NDA workflows.

It was a duct tape and manual effort, and the team still paid for multiple solutions that didn’t fully support their real use cases.

“We were in hypergrowth and needed something that could scale. But we were stuck paying for tools that couldn’t keep up,” Allie said. “Worse, they didn’t support the most important use case: secure, compliant consent forms from candidates.”

KarmaCheck’s customers — mainly staffing firms serving healthcare organizations — depend on fast, secure background checks. That requires collecting sensitive PII via candidate consent forms. But the tools in place either didn’t meet regulatory requirements or made the process incredibly manual.

At one point, 25 customer consent forms needed to be signed. “Before PandaDoc, that would’ve taken hours to resolve. Instead, I fixed it in five minutes,” said Allie.

One platform for every team and every contract

With PandaDoc, KarmaCheck replaced the patchwork of e-signature tools and launched a single, flexible system that every team could rely on, without compromise.

Here’s how different teams now use PandaDoc:

• Sales: Reps use pre-approved templates and conditional logic to generate contracts directly from Salesforce, removing errors and speeding up close times.

• Compliance & Legal: Teams manage NDAs, Experian consent amendments, and SOC 2 documentation with trackable logs and clear approval workflows.

• Security: Automatically sends SOC 2 NDAs and security packages as part of their compliance process, with full audit visibility.

• Partnerships: Revenue share agreements and clinic-level contracts (including hours of operation and service scope) are now structured and searchable — no more 1,000-line Google Sheets.

“Every use case is different, but they all needed one thing: structure,” said Allie. “PandaDoc gave us that — and the flexibility to make it fit our workflows.”

Scaling smarter with Salesforce-powered automation

For KarmaCheck, success wasn’t just about sending documents faster. It was about data control, automation, and integrations — especially with Salesforce.

PandaDoc’s two-way Salesforce sync became the foundation for clean, compliant, and scalable workflows. Reps prepopulate contracts with Salesforce data. Customers can update billing details, EINs, or other fields. And everything syncs back, keeping records accurate and centralized.

Allie set up workflows so that when a contract is countersigned, it:

• Closes the Salesforce opportunity

• Triggers Slack notifications to key stakeholders

• Alerts the compliance team

• Kicks off downstream processes

The result? Fewer manual steps and faster time to revenue.

Plus, conditional formatting enables contracts to adjust pricing or terms automatically based on Salesforce fields, removing guesswork and maintaining consistency.

Time savings that multiply across teams

The biggest impact? Time.

Allie estimates that in sales contracts alone, PandaDoc saves her over 20 hours per week. Depending on deal volume, that’s like getting an extra 1.5 FTEs on the RevOps team.

“PandaDoc basically made me one and a half people,” she said with a laugh. “What used to require manual follow-ups and tracking down docs is now automated, auditable, and reportable inside Salesforce.”

Other wins include:

• Compliance control: KarmaCheck can now run reports on which customers have signed required documents. No more Slack pings or buried email chains.

• Enhanced version control: Every agreement is tied to an account, complete with activity logs, reducing legal risk and improving collaboration.

• Rapid iteration: Rolling out new contract templates or amending processes no longer requires engineering. Allie configures workflows herself in minutes.

“Every time something changes, whether it’s pricing, compliance requirements, or product packaging, I can adjust our documents instantly. I don’t have to wait on engineering or pull in product.”

Implementation didn’t require a dev team

One of the most powerful parts of KarmaCheck’s rollout? It didn’t require technical support.

Allie implemented PandaDoc — including workspace segmentation, approval workflows, conditional logic, and Salesforce automation — on her own.

“I set everything up myself. No engineering support needed. That’s how intuitive PandaDoc is,” she said.

This kind of self-sufficiency was critical for a fast-moving startup with limited engineering resources. It also meant KarmaCheck could iterate on workflows without burning cycles from dev or product teams.

Even now, as the company continues evolving, PandaDoc remains flexible enough to keep up.

A contract platform that adapts as you grow

From sales to security, PandaDoc has become KarmaCheck’s contract infrastructure — not just a tool.

Instead of managing contracts in inboxes or shared drives, everything lives in one place. Data is clean, workflows are automated, and compliance is built in.

Most importantly, the platform adapts as the business scales.

Whether it’s launching new consent forms, adjusting pricing logic, or supporting clinic-level procurement contracts, Allie and her team can evolve the system without starting from scratch.

“If you’re looking for a true partner, not just another tool, PandaDoc is it,” said Allie.

Want the full story? Read the KarmaCheck case study here.

For fast-growing teams, flexibility matters

KarmaCheck didn’t just transform contract workflows. They built a scalable operational foundation for the entire business.

By consolidating systems, automating approvals, and integrating with Salesforce, they saved time, reduced compliance risk, and made life easier for every team, from RevOps to legal.

The secret wasn’t just features. It was flexibility.

As Allie put it, “PandaDoc is one of the most flexible tools I’ve ever worked with. It works the way we need it to — and it grows with us.”

Want to learn how PandaDoc can help you scale smarter, not harder?
Book a demo with PandaDoc and see the difference for yourself.