Case Study: How the channel partner of popular water solutions brands improved their business performance by using QuoteMan.

Irregular-and-ugly-quotation-formats

Bee Gee Engineers is a renowned distributor of a reputed Water Solutions Brands such as Grundfos, Racold, Advance, Belimo & Nolta. Due to their extensive presence in the market, they have a high influx of inquiries from around the Uttar Pradesh (U.P.) region. They are constantly on the move around the state to visit various clients and fulfill their requirements.

Due to the high requirements from clients, their time was often spent extensively on quotations due to which customer servicing took time, and often, inquiries got lost. Often, sending quotations took longer than expected due to which urgent requirements were lost. Furthermore, they had to continuously coordinate with their office team for the quotations which distanced them from servicing their clients. Working on Microsoft Excel led them to take more time. By using Excel, their brands were also not highlighted. Formatting often took a lot of time and maintaining them became a hassle. Sending quotations in Excel format left it vulnerable to tampering. Using Excel even led to technical errors in their quotations which led to face loss in front of their clients.

Irregular and ugly quotation formats.
Time wasted on repetitive tasks like customer details, products specs, etc.
Incorrect product information.

After using QuoteMan, Bee Gee Engineers were able to achieve more by making attractive quotations on the go. As per Bee Gee Engineer’s Management Team member – Mr. Ashesh Sinha,

"Creating quotations on QuoteMan takes less than 5 minutes! Managing them is also super-easy. Finding and managing old quotations is not a problem anymore. Now, I don’t have to search for the quotation on my laptop or email. I simply log on QuoteMan and search for the client and I can view it in no time. Creating a Proforma Invoice after the quotation has also led to higher efficiency. I can send & access all my quotations and Proforma Invoices on my tab from anywhere in the world. Overall, my business has improved because of QuoteMan."

- Mr. Ashesh Sinha

Bee Gee Engineer's Management Team
Mr. Ashesh Sinha

Now, let’s talk numbers:*


Time saved on creating a new quotation.

Their team member took 20-30 minutes on average per quotation. Making quotations in Excel had the following challenges:

Copying the customer’s details along with specific terms & conditions every time
Formatting quotations to make them look aesthetically pleasing
Maintaining serial no. manually
Copying product details on every new quotation
Converting files to PDF
Saving in a folder to track for future

Now, they can create the same quotation in less than 5 minutes as QuoteMan has got rid of all these problems.

So the same person can generate 80% more quotations at the same time.

Time Saved:
20 minutes
Efficiency Increased:
80%

Time saved on managing quotations:

Due to conventional saving and storage methods, searching and maintaining these quotations took a lot of time. One can say, it took an average of 5 minutes to search for an old quotation due to the following conditions:

Slow loading times of the desktop
Quotations stored in different folders
Incorrect naming of the saved files
Time Saved:
4.5 minutes
Efficiency Increased:
90%

With QuoteMan, Bee Gee Engineers were able to save a major amount of time as the software is cloud-based which helps them in accessing all their quotations with a tap of just a few buttons i.e. less than 30 seconds!

Proforma Invoices within QuoteMan

The conventional practice amongst most of businesses is to have a Proforma Invoice format saved in a Word or an Excel format which causes them to lose approximately 10 to 15 minutes on each PI generated. This practice has many unrealized pain points for the customers such as:

Unnecessary copying & pasting of customer and product information wastes time.
Calculating the amount on PI often leads to errors.
Manually numbering them manually causes issues.
Conversion of the doc to PDF

QuoteMan can issue Proforma Invoices within 20 seconds!

Time Saved:
10 minutes
Efficiency Increased:
95%

In-built reminders

Before using QuoteMan, most of the follow-ups were made manually by setting reminders on the phone or diary but QuoteMan has eliminated that with in-built automated follow-ups that get triggered on setting up a date & time within the software.

This leads to a direct increase in SALES which cannot be measured.

But what are the savings?

Considering the hourly cost of the office team member @ Rs. 130, and 60 quotations & 10 PI issued per month, the time saved is:

60 X 20 minutes = 1200 minutes or 20 hours
10 X 10 minutes = 100 minutes or 1 hour 40 minutes
Total: 21 hours 40 minutes (A)

Considering the time taken to manage quotations & proforma invoices daily @ 1 hour using conventional software, QuoteMan increases efficiency by 90% so the time saved here is 54 minutes per day. Total working days = 26
Total: 1404 minutes or 23 hours 40 minutes (B)

Total (A+B) = 45 hours 10 minutes per month
Cost saved per month: Rs. 5,870
Cost saved per year: Rs. 70,440

Further, QuoteMan creates immense value by avoiding issues such as:

Data Loss due to technical issues, loss, or device theft.
Branded quotations that leave a lasting impact on the customer.
Errors in product specs & customer’s terms & conditions.

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*(All the calculations are done with respect to the actual cost of an office team member having a monthly salary of Rs. 20,000 per month who makes quotations & proforma invoices on Excel.)