How Florence doubled contract efficiency with HubSpot-integrated contract management

50% Reduction in time spent processing contracts

160 agencies Onboarded in 6 months

"GetAccept has a seamless integration. I don’t have to go anywhere else to get my contracts. It’s all in my CRM. I stay in one space and stay focused. We had an absolutely incredible experience with GetAccept!"
— Himani Gupta, Head of CRM Operations

At a glance

Florence is a workforce management platform that connects healthcare facilities with temporary staff and agencies across the UK. With seven years of operation in the UK and recent expansion into France and Canada, Florence helps hospitals and care homes efficiently manage their staffing needs.

In 2023, Florence launched a new service called Agency Manager - a platform allowing healthcare clients to manage multiple staffing agencies in one place. This expansion effort created a need for a more sophisticated contract management solution. And GetAccept offered the perfect solution.

Goals

• Create and send contract packages to multiple agencies quickly to support rapid scaling.
• Integrate seamlessly with HubSpot to keep contracts and data in one place.
• Capture all required documentation during signing to ensure compliance.

Highlights

• Centralized fragmented contract workflows into a single system with standardized templates and full visibility.
• Reduced contract processing time from 3–4 days to under 2 days per agency.
• Enabled real-time editing after sending contracts, avoiding full rework and resend.
• Used customizable forms to capture vital onboarding details during signing and reduce follow-ups.
• Maintained a single repository as a source of truth for contract documents and status.
• Scaled onboarding efficiently for the Agency Manager launch, onboarding 160 agencies in six months.

Document management

Before GetAccept, Florence struggled with a fragmented document management process. Their team was managing contracts across multiple systems, sending individual documents via email, and manually tracking signatures and compliance requirements. This created a time-consuming process of downloading, compiling, and organizing documents, with no central visibility of contract status.

GetAccept transformed this scattered approach into a streamlined, centralized system. The platform enabled Florence to create standardized templates and maintain complete visibility over the contract process. With the real-time editing feature, it means that if a contract needs to be amended, the team can just go in and edit it. They don’t have to redo and resend the entire contract.

Form creation

A critical challenge for Florence was capturing essential company information from clients during the onboarding process. Before GetAccept, this meant multiple follow-ups and delayed account setup, potentially losing clients to competitors.

GetAccept's form creation feature transformed this process. "The form creation, that's my number one favourite feature," explains Himani. "People or companies need to complete specific details about themselves, and those details are quite vital for us to create an account for them." The customizable forms ensure all necessary information is captured during contract signing, enabling Florence to set up client accounts immediately without needless back-and-forth.

Strategic business scaling

When Florence launched their new Agency Manager platform, they faced a significant challenge: how to efficiently onboard hundreds of healthcare staffing agencies while maintaining compliance standards. GetAccept completely changed this process by enabling Florence to create comprehensive contract packages that could be sent and signed quickly. This efficiency proved transformative - Florence successfully onboarded 160 agencies within just six months of implementation, enabling rapid scaling of their new platform while maintaining strict compliance standards.

HubSpot integration

GetAccept provided the perfect solution through its native HubSpot integration and customizable forms. The platform enables Florence to capture all required information during the contract signing process, ensuring no documentation is missed. This integration has eliminated the need for multiple platforms while maintaining compliance.