New sales contract development and installation process allows company to grow their sales team by 300%

Any new tool that helps you cut costs and save money is great, but its even better if you can grow your business while doing it! This is exactly what Poolsure discovered when they used RunMyProcess to implement a new sales contract creation and installation management process.

This following case study is an extract from the white paper “The last mile of business automation”. Read here more about the challenges facing companies today and the cloud technologies like RunMyProcess that are helping them find solutions.

Challenge

Slow creation of customer contracts was holding back growth of Poolsure, a US distributor of controllers for swimming pools at hotels, clubs and apartments. Poolsure offers a pay-as-you-go subscription contract, which includes supplies of chemicals along with the automatic controller that releases them into the pool water as required. This is proving popular with building maintenance teams that have previously had to rely on their own initiative to source and add pool chemicals. But new sales were being held up by a logjam in administration, with each manually crafted contract giving rise to a series of other manual processes. Poolsure knew it had to resolve this admin nightmare before it could realise its full potential.

Solution

In just 6 weeks, Poolsure created workflow in RunMyProcess that frees up many hours of back-office time. It automates the previous manual steps between closing a deal in Zoho CRM and creating a contract in Google Docs, and then generates emails to initiate follow-on actions, which are co-ordinated and tracked in a Google Sites web page. Whereas previously an administrator manually had to create a new contract, a task taking 30-40 minutes, now the data is pulled automatically from Zoho CRM to Google Apps.

Once the contract has been completed the system automatically creates work orders for the installation and start-up of the service as well as creating tasks for the entry of the customers into their accounting and custom database. This is a process which will also soon be fully integrated with RMP so no manual process will need to occur.

Benefits

Instead of its earlier estimate of needing to hire an extra administrator for every 3 to 4 new sales staff, Poolsure has not had to add any admin resource at all, despite expanding its sales team from 4 to 12. “By utilizing RunMyProcess, we were able to quickly change from a very low growth mode to a high paced growth mode without having to add any additional office personnel,” says Poolsure’s CFO Alan Falik.

As well as eliminating the administrative logjam, the automated online process has given Poolsure’s field personnel and management team better visibility across the organisation. Where previously they received just one report a week, information is now delivered in real timen cutting down on install times and improving customer satisfaction.

This means Poolsure can ensure consistency and also easily make changes to the workflow to improve efficiency. “We knew we had drawn-out processes, however it was difficult for us as a management team to identify where the hold-ups were,” says Falik. “With RMP, we've not only been able to pinpoint them but also quickly change our processes to further streamline new customer creation."

How do the applications work?

This project includes integration to the following applications: Zoho CRM, Microsoft Dyndamics GP, Box.net, Google Apps

Here is a description of what happens in each of the workflows used by Poolsure.

Sales contract creation:
- Contract is generated automatically from data pulled from Zoho CRM
- Contract informatio is sent to the sales person
- Then sent to manager for validation
- Once the contract is validated the contract is sent to operations and installation process is launched
- Documents are stored in pdf format on Box.net

Installation process:
- Once the contract is validated, a new service project is created in Microsoft GP (the integration to GP is a next step)
- The operations manager completes survey and updates the equipment list
- An account number is created and Shipping form is generated

Then two things happen:
- Production builds equipment and a tracking number is emailed to Area manager
- The installation notice is set up in an internal custome database. If not completed in 2 days, an email is sent to manager

Once complete:
- An email is sent to sales person informing him of project completion and billing is initiated automatically
- After 5 days a follow-up notice is sent to production manager.

runMyProcess

New sales contract development and installation process allows company to grow their sales team by 300%