Costly manual business processes waste your time and money
Manual Business Process
The Accounting and Operations department is responsible for generating detailed, multi-page invoices for software maintenance and support renewals which are billed annually. Additionally, the department is responsible for customer payments, AR recovery, and issuance of software license keys.
As the number of customers has increased, so has the number of staffers required to manually enter the new customer data and subsequent invoice detail into the accounting software system. After nearly 6 weeks of data entry, a single month’s worth of invoicing is be produced. Delayed billing is affecting the Customer Support Department as they handle calls for expired license keys that have not been billed. Multiple software packages and spreadsheets used to manage customer support, accounting, and licensing information are disconnected.
Since inefficiency in Accounting and Operations was affecting its own productivity, and that of other departments, Leatherberry Associates offered a global solution using TaskCentre Workflow Automation Software to benefit everyone.
The customer data used to compile and compute monthly billing was already captured in the client’s Infor CRM (SalesLogix) system. As a result, there was no need to maintain separate spreadsheets or to copy and paste customer data info to the client’s software license key generator. Using the business rules provided by the Accounting and Operations department, Leatherberry Associates developed a solution within Infor CRM (SalesLogix) to compile and compute the billing data then prepare it for transfer into their QuickBooks accounting system on 15th of each month. TaskCentre was configured to run crmLinX Software to transfer new customer information and invoice detail from the CRM system to the accounting system then return received payment information to CRM. Customer invoices and statements containing linked marketing campaign event information are emailed along with payment instructions to each customer. Triggered by received payments, TaskCentre then initiates a custom script used to generate replacement software license keys. The key information is inserted as a historical record in CRM then emailed to the customer containing current customer account information, their asset purchase history, a report of their current year’s support incidents and a direct link to the customer’s CRM record in the event the customer desires to view more detail or update their account information.
Return on Investment
KThe process that used to take 3 staffers 6 weeks to complete affecting multiple departments has been reduced to a mere 30 minutes per month. The client has been able to re-pupose the role of 2 staffers from data entry to customer facing sales roles. A single staffer is now responsible for overseeing the initial step in the process and general accounting. As a result of the automation process, an $87,000 invoice was processed and emailed to a major customer. The invoice would not have been sent under the manual process as there were inconsistencies within the data that the automation process was able to identify and correct. That customer promptly paid their software renewal invoice ensuring a prosperous month for our client!
TaskCentre® v4 is a powerful suite of Business Process Management (BPM) technologies that enable organizations to realize their corporate vision. It helps transform all of their distinct applications into a single, event-driven, service-oriented management solution.
Over 4000 organizations worldwide use the TaskCentre® BPM Suite to streamline their business processes. TaskCentre® enables organizations of any size to add the following capabilities to their existing applications: