CASE STUDY | PALTON MORGAN

Resolving Manual Paperwork Bottlenecks with Maxfiles Digitization & Workflows

Palton Morgan is a real estate company based in Victoria Island (VI), Lagos, Nigeria. They specialize in property sales, offering clients the ability to purchase properties through installment payment plans.

The Problem

Managing customer files had become a severe operational bottleneck. For every new property purchase and subsequent installment payment, physical files had to be manually updated and referenced.

  • Time-Consuming Retrieval: Pulling a customer’s file to reference past payments took an unreasonable amount of time.
  • Resource Drain: The manual filing system was so overwhelming that the company had to hire two dedicated employees solely to search for and manage documents in the physical file room.
  • Cumbersome Onboarding: Gathering KYC (Know Your Customer) documents and processing multi-page sales contracts was a friction-heavy process for both the sales team and the buyers.

How We Solved It

We overhauled their document management and sales processes by implementing a tailored digital infrastructure:

  • Complete Digitization: We scanned and digitized their existing physical archives, moving all customer records into the Maxfiles ecosystem.
  • Custom Sales & KYC Portal: We built a dedicated portal to make collecting KYC documents and closing sales significantly easier for the sales team.
  • Smart Document Generation: We simplified the contract process. Now, the buyer only needs to manually fill out 2 pages of information. The system automatically populates the remaining 8 pages to complete the contract.
  • Automated Workflows: Once the initial paperwork is submitted, Maxfiles automatically triggers a routing workflow, sending the documents first to the internal auditor for review, and then directly to the director for final audit.

The Impact

  • Instant File Retrieval: Customer records and payment histories can now be pulled up instantly via search in Maxfiles, completely eliminating the delays of a physical file room.
  • Frictionless KYC: The new portal made gathering compliance documents faster and more straightforward for the client and the sales team.
  • Streamlined Approvals: The automated workflow guarantees that contracts move seamlessly from the salesperson to the auditor and director without getting lost in transit or requiring manual hand-offs.
  • Optimized Labor: By digitizing the workflow, Palton Morgan eliminated the need for dedicated file-room staff to manually hunt for paperwork.

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