IPL – Quote Management and CRM System Case Study
International Procurement, a Stockton on Tees (North East) based supplier of severe service isolation solutions, needed a means to better automate and streamline their already complex request, quote, supply and invoicing workflow,
|Client||International Procurement – Critical & Severe Service Isolation Solutions|
|Platforms||Web, Web Services, Kashflow|
|Development||Web Development, Web Services Integration, Kashflow Integration|
The IPL sales process workflow is complicated by the very precise specification and requirements attached to each and every order, often a customer enquiry for a product will be met with a variety of options from a supplier, may have to meet complex supply requirements (including lengthy import, export and trade embargos), and even build to order solutions.
With that in mind, dotUK built, upon their in-house web services framework, a cloud based software solution that runs in the web browser, and is accessible both internally, to allowed users on the road or in home working environments, and to mobile and smartphone devices over the web, bespoke to IPL’s requirements.
The summary workflow required was in essence;
- Record Enquiry
- Manage Supplier requests (with quote and attached document management) to fulfil the enquiry
- Freeform Quote Generation (Multiple Quotes and Variations)
- Quote to Order process
- Supplier Purchase Order generation to fulfil the client order
- Invoice generation, and customer management to the web based Kashflow accounts software
Where document generation was required we standardised on PDF as a consistent, non-editable output format, and the system automatically maintains copies of the last generated version (eg for quotes), and also maintains an archived history of prior versions. The system also allows for management of archived records, repeat ordering, and reporting on sales and overdue enquiries.
The Kashflow accounts software integration, also web based, through it’s own SOAP based API meant that simple requests such as pushing invoices into their accounts software moved from being a one line requirement, with traditionally a costly, time consuming and frustrating integration phase, became as simple as it should be. A custom written Kashflow module was written as an extension to our web services framework that integrated seamlessly, and allowed us to continue using the same methods for data exchange and document generation. Something that wouldn’t have been possible with traditional desktop based accountancy packages