Millennium Academy Eliminates Paper-Based Operations for Good with Automated Contract Generation

Meet our client

Millennium Academy is a private and independent STEM School located in New Port Richey, Florida. Its primary focus is teaching computer sciences to prepare its graduates for college and a career in an ever-evolving technological world.

Industry: EdTech, STEM Education, Business Automation

Market: US

Challenges

Millennium Academy faced challenges with manual internal processes, especially regarding tuition payments, contract generation, and signing. The existing manual system was inefficient and time-consuming. The institution primarily lacked an automated contract generation software that would be easy to implement and use. On top of that, they also sought a comprehensive solution that would address several key objectives:

• Efficient collation of required information
• Accurate execution of necessary calculations
• Streamlined contract generation and signing process
• Effective management and monitoring of payment transactions.

The Solution

Our approach involved a multi-faceted solution encompassing the following components:

1. А Centralized Database Implementation Using Airtable

We established Airtable as the core database to keep essential information including parent and child details, payment methods, and contact information. This ensured structured, accessible, and easily readable data.

2. Automated Contract Generation System

A system was developed where each form submission via Airtable corresponds to a unique contract. Factors influencing the cost of education, such as grade level, scholarships, sibling discounts, and personalized discounts at the client’s request, were integrated into the calculation formula. The automated contract generation system resolved the issue of data silos, accelerated the processing of enrollee requests, and improved overall accountability.

3. Seamless Contract Generation and Signing Process

The contract generation process was automated using PDF format, which was then sent for electronic signatures through DocuSign. This system facilitated the simultaneous signing by the financially responsible parent and the school director.

4. Streamlined Payment Collection

After signing a contract, parents received a payment link with options for single, tri-annual, or annual payments. Stripe was integrated for efficient payment collection.

5. Enhanced Payment Tracking

Payments processed through Stripe were automatically logged in Airtable. The system also allowed for manual entry of payments made through alternative methods like cash.

The Results

By integrating fully automated contract generation and payment collection, Millennium Academy supercharged its operational efficiency and freed its team from tedious tasks. The transition from a manual, paper-based system to this fast-paced, automation-first model yielded significant benefits:

• Marked improvement in operational efficiency
• Substantial reduction in manual labor costs and freeing up staff time
• Enhanced process for student registration and tuition payment, leading to an increase in applications
• Consolidated and transparent view of client data through centralized data management.

Automated contract generation and other no-code integrations opened the doors to flexibility and adaptability at scale. Millenium’s administrators can now customize modifications to cater to the institution’s unique needs, thereby optimizing user experience and operational efficacy.

Post-Launch Training for Smooth Transition

At Quitcode, we take post-launch education seriously. We train our clients to comprehensively utilize the full capacity of their new software stack and teach them the shortcuts for the best experience possible:

• Full Provision with How-To Guides. We provide clear, concise materials to help your team members obtain proficiency in working with no-code automated platforms. Our playbooks are nothing like generic bluebooks – these are practical how-to guides meeting your actual use cases.
• Smooth Transition without Work Process Disruptions. Our consultants are always by your side to ensure a seamless migration to fully automated operations. Change management specialists facilitate the human element, emphasizing efficiency and accuracy benefits.
• Adaptability for Planned Growth. We adjust automation kits to let you scale up efficiently while maintaining sublime operational excellence.

Automate Today and Grow at High Rates Tomorrow!

Make a change with cutting-edge no-code solutions and reach unparalleled scalability. Book a call so Quitcode’s team can analyze your request and deliver a cost-efficient tailored solution for your business objectives.