KarmaCheck took the headache out of contracts and compliance with PandaDoc

KarmaCheck took the headache out of contracts and compliance with PandaDoc

Before PandaDoc, KarmaCheck was managing multiple e-signature tools that just weren’t cutting it. Sales used Docusign, while engineering had built a custom AdobeSign setup — both of which required excessive manual work and a lot of headaches. 

PandaDoc helped them consolidate tools, automate approvals, and make compliance a breeze. Now contracts get signed faster, meeting regulatory requirements is easy, and every team finally has a process they can count on.

Multiple contract management systems meant  complexity for KarmaCheck 

KarmaCheck is a fast-growing background check and pre-employment screening company that works with staffing firms and candidates to verify credentials. Their business demands secure document management that stays compliant with strict regulations and industry protocols.

When Allie Blech joined KarmaCheck as Director of Operations, she quickly realized their contract management process was a major roadblock to company growth.

• Limited version control: Sales contracts lacked consistency, making it difficult to track the latest terms.
• Compliance inefficiencies: KarmaCheck managed candidate consent forms for collecting personally identifiable information (PII) manually, creating additional work to ensure compliance.
• Disjointed systems: Legal, compliance, and security teams each had their own approach with no standardized system in place.
• Redundant tools, double the cost: KarmaCheck was paying for both Docusign and Adobe Sign…while neither software fully met their needs.

As KarmaCheck scaled rapidly, they needed a contract process that could keep up. They thought about sticking with Docusign, but it lacked key features they needed for several of their use cases. Then they found PandaDoc — flexible, easy to use, and backed by a team committed to their success.

“We needed a process that was scalable, standardized, and worked for all our teams — not just sales. PandaDoc delivered on all fronts,” Allie said.

One platform for every team’s contract needs

KarmaCheck ditched the e-signature redundancy and went all-in with PandaDoc, creating a single, streamlined system that every team could rely on:

• Sales contracts: Before PandaDoc, sales manually uploaded contracts into an e-signature tool, adding time to the sales process. Now, with standardized templates and automated processes, they can send, track, and close deals more quickly and efficiently. 
• Candidate consent forms: Consent forms are critical to KarmaCheck’s business and must comply with government regulations. The old process involved wet signatures, reuploads, and spreadsheets, resulting in excessive manual work. With PandaDoc, candidates sign digitally in seconds, data stays secure, and compliance is automatic.
• Legal and compliance NDAs: The legal team now executes NDAs with just a few clicks. No more searching through emails — every agreement is easy to track and access when needed.
• Security and SOC 2 documentation: The security team automates sending NDAs and security packages for SOC 2 compliance. Everything is logged, tracked, and sent on time, ensuring smooth audits with no last-minute scrambling.
• Partnership contracts: Managing contracts with partners was once a complex process between partnerships and finance teams. Now, these agreements are structured within PandaDoc, giving finance a clear view of revenue share terms, tracking, and execution.

The features that keep KarmaCheck moving

KarmaCheck has invested heavily in leveraging PandaDoc’s integrations, automations, and data syncing capabilities to streamline operations across their entire business.

• Salesforce sync: PandaDoc’s two-way Salesforce sync ensures that contract data is always up to date. Sales teams prepopulate information, while customers can update details like employer identification numbers (EINs) and billing information, maintaining accurate records without back-and-forth emails.
• Time-saving automations: When contracts get countersigned, PandaDoc automatically closes the Salesforce opportunity, triggers compliance steps, and notifies key stakeholders in Slack — eliminating hours of manual work.
• Dynamic pricing controls: PandaDoc pulls real-time data from Salesforce and adjusts pricing and contract terms based on specific deal structures, making it simple to manage complex quotes.
• NetSuite and HubSpot connections: Marketing and finance teams have also tapped into PandaDoc’s integration ecosystem. Marketing integrates HubSpot with PandaDoc, while finance is exploring NetSuite integrations to prepopulate documents.

“I set everything up myself, no engineering support needed. That’s how intuitive PandaDoc is. It gave us the agility we needed to scale quickly, and the support from their team made all the difference,” Allie said. 

The impact of real partnership

By switching to PandaDoc, KarmaCheck unlocked major efficiencies:

• 20+ hours saved weekly: Just in sales contracts alone, PandaDoc freed up over 20 hours every week.
• Eliminated spreadsheet reliance: Contracts once tracked in massive Google Sheets are now fully managed within PandaDoc.
• Better compliance and visibility: Contracts, non-disclosure agreements (NDAs), and amendments are stored and tracked in Salesforce, making reporting and compliance a breeze.
• Seamless integrations: Two-way sync with Salesforce ensures contract data stays accurate and triggers automated processes.
• Built-in approvals: Nothing goes out without the right sign-offs, protecting the business from errors.

For KarmaCheck, PandaDoc continues to be more than just a tool — it’s a true partner in scaling their operations. By consolidating systems, automating processes, and ensuring compliance, KarmaCheck now saves time, reduces risk, and empowers every team to work smarter.