How Colonies replaced DocuSign and launched in 2 weeks

The challenge

Colonies is a technology-driven real estate company managing co-living spaces across Europe. Their goal was to create a fully digital leasing experience where tenants could find a property, submit applications, sign leases, and receive move-in details entirely within Colonies' platform.

They needed an API solution that could integrate deeply into their custom application. Their previous eSignature provider required tenants to leave the platform to sign documents, breaking the seamless experience they wanted to create.

"We tried to provide a digital experience with DocuSign, but realized we needed a solution that allowed tenants to complete the leasing process entirely within our app," said Thomas Guillot, VP Digital at Colonies.

The solution: PandaDoc API delivered deep integration in 2 weeks

Colonies integrated PandaDoc's API directly into their Property Management System (PMS). The implementation took 2 weeks from start to production deployment.

Key results:

• 2 weeks from integration to production

• 25% reduction in document processing time

• 22,500+ documents processed annually

• 7 countries with automated, compliant leasing workflows
  

What the integration enables:

• Automatic document generation - Dynamic leases tailored to specific countries and property types

• Embedded signing - Tenants sign directly within Colonies' platform

• Template-based customization - Pre-built templates for each country's legal requirements

• Real-time tracking - Webhook notifications keep everyone informed of document status

• Complete workflow automation - From application to signed lease without manual touchpoints

"The deep integration with our leasing platform provides on-demand document generation for various countries and asset types without manual intervention," Guillot said. "Tenants sign their lease documents, and we add our signature, resulting in a legally binding document that happens inside our platform."

Results: 25% faster processing, zero manual intervention

Before PandaDoc API, Colonies relied on manual, time-consuming document preparation. Documents were sent outside the platform for signature, creating an inconsistent experience with slow turnaround times.

After PandaDoc API:

• 25% reduction in document processing time

• Fully automated lease generation and signing

• Consistent, compliant templates for all 7 countries

• Process takes as little as 15 minutes from application to signed lease

Scale achieved:

• 22,500+ documents processed annually

• 7 countries supported with country-specific templates

• Zero manual document preparation needed

• 3+ years running without issues

Custom templates for each property

Colonies uses PandaDoc templates to create custom leases tailored to different apartment types, countries, and legal requirements. Templates automatically generate the right lease with necessary clauses and details for each specific location and property type.

This approach significantly reduces time spent drafting individual documents and minimizes errors, giving Colonies a fast, reliable, and standardized leasing process across their property portfolio.

Secure handling of sensitive information

When tenants apply to rent a property, they must provide proof of identity and address, evidence of income, and other sensitive information. PandaDoc ensures this information is handled securely throughout the entire leasing process.

"The security of our tenants' sensitive information is paramount. PandaDoc allows us to confidently automate the drafting of forms, knowing that our tenants' data is protected throughout the entire leasing process," Thomas Guillot said.

PandaDoc's API integration has been a transformative tool for Colonies as we continue to scale across new properties and countries. Each lease is automatically tailored to meet regional legal requirements and property specifics, saving countless hours in document preparation and significantly reduced errors. Automating these processes within our platform has not only improved tenant satisfaction but also empowered our team to focus on expanding our reach.

Thomas Guillot

VP Digital

How Colonies uses the PandaDoc API

Document generation

• Generate country-specific leases automatically from templates

• Populate documents with property and tenant data from PMS

• Apply region-specific clauses based on location

E-signature workflow

• Send documents for signature via API

• Embed signing experience directly in Colonies platform

• Collect signatures from both tenants and Colonies representatives

Status tracking

• Real-time webhooks notify when documents are viewed, completed, or declined

• Automatic updates to PMS based on document status

• No need for manual status checks

Compliance & security

• Secure handling of sensitive tenant information

• Audit trails for all documents

• Archive signed copies for legal compliance across all countries

Ready to see how PandaDoc API compares?

If you're experiencing slow implementations, limited integration capabilities, or struggling with your current e-signature provider, see how PandaDoc API can help.