Workflow automation wholesale

The challenge

Requests were received via e-mail, telephone and a contact form. The office staff read them, typed them into the CRM, manually compiled a quotation in Word, emailed it away and: after approval: created another order confirmation and later an invoice in the accounting package. Four systems, always the same data.

Sending a quote took an average of two days. Too long, conversations with customers showed: whoever sends a decent quotation first often gets the order. And along the way, errors in prices and quantities occurred - resulting in discussions afterwards.

Our approach

We automated the complete flow and let email, CRM and accounting package talk directly to each other:

• Request is read automatically. An AI step reads every incoming request, recognizes items, quantities and customer data and records them directly in the CRM. The office staff enters telephone requests in the same screen.
• Draft quotation in one click. The system draws up a quotation in the corporate identity based on current price lists and discount agreements. The employee only checks and presses send.
• Agreed? The rest will follow automatically. If the customer signs a digital agreement, the order confirmation and ultimately the invoice are automatically sent to the accounting package.
• Succession never stands still. No response to a quote? The system then automatically schedules a reminder and a task for the office staff.

The employee always remains the final control: the system proposes, the human decides. This kept the threshold for the team low and the quality high.

The side effect is just as valuable: every request is now completely stored in the CRM, including lost quotes and reasons for them. For the first time, management can manage based on numbers instead of feelings.