Client profile
Company
AZ Families Co-Op
Industry
Social Services / Nonprofit
Region
Arizona
Use Case
Streamlined compliance documentation and eSignatures for developmental homes
Results at a Glance
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Reduced document preparation time by up to 83% (from 30 minutes to 5 minutes)
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Saved on printing and office space costs, redirecting funds to support families
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Enabled seamless remote work with cross-device synchronization
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Achieved $3.5M in revenue in under a year from startup
The challenge
AZ Families Co-Op partners with approximately 50 families to provide developmental homes for adults with disabilities. As a social enterprise, they operate in a low-margin sector where efficient resource management is critical to their mission. Before adopting pdfFiller, they faced several pain points:
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Time-intensive paperwork: Compliance paperwork, including monthly visit reports and annual renewals, required hours of manual effort.
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High costs: Printing, physical storage, and office space expenses consumed resources that could have supported families.
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Remote work barriers: The need for in-person signatures hindered their ability to operate remotely, especially during the pandemic.
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Compliance risks: Physical documents were vulnerable to loss or damage, threatening adherence to strict state standards.
“We started this company with the philosophy of not having an office and doing everything virtually. I was preaching this idea for several years as the director at another, similar, agency. The amount of money we were spending on copiers and paper there made no sense to me personally, so when I was walking out — I was walking out with the idea of doing all things virtually and keeping everything in the cloud.”Rex Matthews,
The solution
AZ Families Co-Op turned to pdfFiller to digitize their document management processes. The implementation aligned with their goal of maintaining a virtual, cost-effective operation.
They benefited from the following pdfFiller features:
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Reusable templates: Standardized compliance forms as templates for faster preparation.
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eSignatures: Remote signing eliminated in-person requirements and sped up workflows.
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Cross-device synchronization: Staff accessed and edited documents from any device, enabling fully remote work.
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Secure cloud storage: Password protection and history tracking ensured compliance with state regulations.
pdfFiller’s affordability set it apart from competitors like DocuSign and Adobe, making it an ideal fit for their budget-conscious organization.
Before adopting pdfFiller, AZ Families Co-Op faced significant challenges with their paper-based documentation process, as explained by Co-founder and Partner Rex Matthews. He conducted extensive research to streamline routine paperwork, which included mandatory monthly family visits and annual document renewals.
A key aspect of their workflow involved state-level documents requiring carbon copies, with one copy sent to the state, one kept by the family, and one retained by the agency. Matthews realized there was no regulation mandating physical copies, which opened the door to a fully digital solution, significantly simplifying their compliance processes.
“All of them are just way too pricey. They want to nickel-and-dime you, even for a basic package. pdfFiller has exactly all the features that we need, and the price is right for us.”Rex Matthews,Co-founder and Partner, AZ Families Co-Op
Results
With pdfFiller, AZ Families Co-Op transformed their operations, achieving measurable improvements:
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Time savings: Document preparation time dropped by up to 83% (30 minutes to 5 minutes); annual renewals from ~1 hour to ~10 minutes.
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Cost reductions: Eliminating printing and minimizing office space needs freed up funds, enabling a 35% increase in direct payments to families.
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Efficiency and growth: Streamlined workflows supported rapid scaling, with revenue growing from zero to $3.5M in under a year.
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Compliance and security: Secure cloud storage reduced errors and ensured documentation met state standards.
The transition to remote work during the pandemic was seamless, with pdfFiller enabling online meetings and eSignatures. This adaptability even empowered older family providers to embrace digital tools, enhancing overall accessibility.
“Things that used to take 30 minutes now take 5 minutes. Those that used to take a whole hour — now take 10 minutes only.”Rex Matthews,Co-founder and Partner, AZ Families Co-Op
When the COVID-19 pandemic prevented in-person family visits, AZ Families Co-Op swiftly adapted by shifting to virtual operations. The organization transitioned to online meetings using Google Meets and introduced electronic document signing with pdfFiller.
This digital pivot not only maintained operational continuity but also contributed to continued revenue growth during the crisis. Remarkably, even older family providers in their 70s and 80s overcame initial hesitations about technology, becoming confident users of these digital tools, showcasing the accessibility and impact of AZ Families Co-Op’s paperless workflow.
AZ Families Co-Op’s adoption of pdfFiller not only resolved their operational challenges but also amplified their mission impact, setting a benchmark for social services document management.
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