ALL IN ONE FUNNEL: AUTOMATION OF DOCUMENT FLOW, BONUS CALCULATION AND PLACING TASKS INTO PRODUCTION

case bitrix24

MOST TASKS CAN BE AUTOMATED

The accounting department of any company solves a whole range of routine tasks for invoicing and primary document flow. Various software is often used to perform these tasks. However, routine tasks are often performed by department employees, and most of these tasks can be automated, saving valuable time and freeing up staff resources for more responsible and complex tasks.

Just with the request to optimize the billing process we were approached by a large manufacturing company.

During the communication with the Client's employees, the following areas requiring a qualitative elaboration were identified:

Account systematization in Bitrix24

Calculation of bonus commissions for managers and partners

Automatic generation of invoices from estimates generated in Google Doc tables

Setting tasks and orders for production, directly from issued invoices

Simplification of billing procedures both within and outside deals

Generating primary documents and sending primary documents

Separation of prepaid and postpaid account processes

Simplifying and speeding up the return request process

IN ORDER TO DEVELOP A COMPLEX SOLUTION, THE PROJECT WORK WAS DIVIDED INTO STAGES

stage 1. PRE-PROJECT STUDY

stage 2. PRIMARY IMPLEMENTATION OF FUNNELS, SETTING UP ROBOTS

stage 3. SETTING UP THE GENERATION OF PRIMARY DOCUMENTS

stage 4.DEVELOPMENT OF CUSTOM FUNCTIONS

stage 5. REFINING THE FUNNEL BASED ON THE CLIENT'S USER EXPERIENCE

PRE-PROJECT STUDY

At the first stage, we conducted a detailed survey of process owners in order to accurately understand all the features of work in this area in the company. Then, we developed a generalized process mind-map.

Once we defined the model, decisions were made to select the necessary functionality. In order to select the most suitable option for the existing CRM entities, we created a comparison table of the most suitable entities.

Comparison table

Old CRM accounts,
New CRM accounts,
Smart processes.

After weighing the pros and cons, we chose Smart Processes to implement account funnels.

START IMPLEMENTING INVOICES IN THE CRM

FORMING ACCOUNT FUNNELS

Since the client needs to track prepayment, post-payment and outgoing invoices in CRM, as well as generate regular invoices based on the template, we have allocated the functionality of the smart process "Invoices" in 4 areas:

Prepayment,
Post-payment,
Outgoing,
Invoice Templates.

As it is clear from the names, the first 3 directions will be used to work with invoices, and the direction "Invoice templates" is created to automate work with pending and regular invoices.

YOU MAY BE WONDERING, "WHY DO WE NEED SEPARATE DIRECTIONS FOR PREPAID AND POSTPAID ACCOUNTS?"

This is due to the different regulations when working with these accounts. For clarity, we describe the order of stages for each direction:

After creating the directions, all the necessary fields for storing account information were defined.

LIST OF IMPORTANT FIELDS:

Date of account creation,
Reporting period,
Income/expense item,
Client (Company, CRM contact),
Partner (CRM company),
Responsible manager,
Our company (2 legal entities),
Type of deed required,
Public link to the invoice file,
Public link to the deed file,
A link to the company's documents folder on disk.

THE BP OF GENERATING AN INVOICE FROM A DEAL WITH THE SELECTION Of INVOICE FUNNEL

It was important for us to think about how to create an account from a deal. Both within the process laid down in the funnel, and outside the process. To do this, we created a separate BP to work in the BPM platform.

IN THIS BUSINESS PROCESS:

If the company attached to the deal is not filled with details, it is offered to fill in the details,
If the bank details are filled in, it is offered to check the bank details.
Further, it is proposed to choose within the framework of which agreement the interaction will take place,
If the agreement is not concluded, you will be offered to generate an agreement from the template,
If the agreement template does not specify on what terms the payment is made, the manager needs to determine - pre-pay or post-pay invoice is planned to be issued,
All goods from the deal are automatically transferred to the invoice.

CUSTOM MODIFICATIONS

The Client develops complex calculations, with a large number of elements, in google tables for their Clients. To automate the billing of calculations and subsequent documents, we have developed a Business Process Activity.

The work algorithm is as follows:

stage 1.

BP asks for a link to the google table.

stage 2.

Activity parses the table generated by the estimating department.

stage 3.

Attaches all calculation items to the created invoice.

Thus, due to automation, we have significantly reduced billing costs.

In the Client's company, the calculations are related to placing production tasks. To automate placing production tasks, we have developed a system of automatic placing tasks, upon payment of the invoice, based on the paid items of the invoice.

Collecting and transferring data to bitrix24

We work with information. We want to work efficiently, and to do that, the information has to be with us in Bitrix24.

case

BITRIX24

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What do we offer?

STEP 1. FILL OUT A REQUEST FORM

STEP 2. WE WILL SET UP AN ONLINE MEETING TO TALK ABOUT YOUR REQUEST IN MORE DETAIL

STEP 3. WE WILL OFFER THE MOST EFFECTIVE INSTRUMENTS FOR YOU

STEP 4. WE WILL DRAFT A ROADMAP OF THE UPCOMING CHANGES

STEP 5. WE WILL GET YOU NEW QUALITY OF PROCESSES IN BITRIX24

CRM-форма появится здесь

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+372 698 0336