In today’s fast-paced business landscape, managing high volumes of invoices and quotations efficiently has become a cornerstone of success. While many solutions focus on large-value transactions, there’s a critical gap in addressing smaller-value invoices generated at scale. With Vitamap’s Cloudtrac solution, we aim to bridge this gap by creating value through automation—enhancing efficiency, reducing turnaround times (TAT), and eliminating manual errors.
Managing high volumes of low-value transactions is challenging due to manual data entry prone to errors, fragmented systems with limited integration, lengthy approval processes, and a lack of scalability to handle growing demands.
These inefficiencies lead to higher operational costs, delays, and diminished customer satisfaction.
Cloudtrac Approach: Integrated Invoice & Quotation Automation
By extending Cloudtrac’s capabilities to include the commercial aspects of invoice and quotation management, we offer businesses a one-stop solution that reduces dependency on third-party tools while ensuring seamless accessibility and control.
Quotation Automation Process
Service engineers create quotations linked to logged issues for accuracy and accountability, coordinators review them for compliance with policies, automated notifications streamline the approval process, and approved quotes are quickly shareable via email, enhancing communication and customer satisfaction.
Benefits:
Accuracy: Eliminates errors by linking quotes to specific service requests.
Transparency: Provides stakeholders with clear insights into the quotation process.
Timeliness: Rapid sharing and approval reduce turnaround times.
Invoice Automation Process
Invoices are generated by service engineers after quote approval, reviewed and modified by coordinators for accuracy, with real-time updates to key fields, and finalized through an approval process that triggers payment, completing the financial cycle.
Benefits:
Flexibility: Real-time modifications ensure precise, up-to-date invoices.
Efficiency: Defined roles and automated workflows minimize bottlenecks.
Trust: Transparent reviews enhance accountability between teams and clients.
Key Features of Cloudtrac’s Invoice & Quotation Automation
Cloudtrac platform has been key tool for the field service delivery organizations in ensuring realtime and efficient service to their customers. As we are all aware, service delivery also includes commercial aspects of Quote and Invoicing especially in cases of Out of warranty products.
Exisitng mechanism in our customer involved, sending a quote from a separate system once the field engineer identifies nature of service and parts. This required manualy activity in preparation, sending and follow up. Hence causing delay in approval, service delivery resulting in delayed TAT/Invoing and collection.
Same hold good for invoicing when service is completed, the manual process involved taking data from the service system on service/parts/price etc and prepaing and sending invoices, causing errors, delay and customer disatisfaction.
Vitamap's professional services team configured and integrated the Quotation and Invoicing process to the service delivery process of the customer. This ensured that Field users can create Quotes and deliver them at site to customers. The Quotes are in pdf format with customized branding alinging with existing mechanisms.
Once approved perform the service and generate invoices automatically based on the nature service & part usage. With Cloudtrac digital FSR providing the necessary proof work and Invoice branded pdf being digitally created and delivered to customer's inbox.
This process integrated from service request to collection automation providing realtime visibility of work to cash, reducing TAT of service and commercials, reducing manual work, eliminating redundant invoicing systems & improving the overall businss agility of the customer.
Unlike traditional accounting platforms, Cloudtrac creates great value in integrating commercial workflows into service-oriented processes. By doing so, it delivers end-to-end automation, tailored for businesses handling large volumes of smaller-value transactions.
Combines operational and financial workflows in a single platform. Reduces reliance on third-party tools, ensuring greater control and reduced TATs.
Driving Business Efficiency with Automation
By streamlining the creation, approval, and sharing of invoices and quotations, Vitamap’s Cloudtrac platform helps businesses unlock new efficiencies while ensuring transparency and customer satisfaction. Whether you're managing a service-heavy operation or scaling your business, Cloudtrac offers the agility and scalability needed to stay competitive.
Embrace the future of invoice and quotation automation—start your transformation journey with Cloudtrac today! For more information please email us at sales@vitamap.com
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