Quoting time reduced by 58% for a structure manufacturer
We implemented a simple quote generator and CRM system. Salespeople stopped wasting time retyping data from Excel. Now a quote is created in 15 minutes instead of 4 hours.
We reduced quote preparation time from 4 hours to fifteen minutes. The implemented tools allowed salespeople to focus on talking to clients instead of fighting with Excel tables.
The challenge
Stal-Bud Structures had been struggling with a drop in inquiries since September 2022. Potential clients waited an average of 3 business days for a quote. Salespeople manually retyped beam parameters and cost estimates from spreadsheets, which generated errors in every fourth offer. In 2023 alone, the company lost 12 contracts worth a total of 1.43 million PLN just because the competition sent a quote faster. Work was stalled because paperwork hampered sales.
Our approach
We started work with a sales process audit at the plant in Sosnowiec. Our team analyzed 114 archival offers from the last 6 months. We determined that 82% of the data entered by employees followed repetitive patterns. In March 2024, we conducted workshops for the 4-person sales team. Facts on the table: we had to create a system that works on the shop floor and doesn't require a PhD in computer science.
The solution
We built a simple quote generator connected to a steel price database. Every morning at 6:12 AM, the system downloads current material rates. Now, the salesperson only selects the frame type and square footage, and a PDF document with a drawing and payment terms is created automatically. We also added a simple CRM that reminds them to contact the client 48 hours after sending the email. Everything without unnecessary gimmicks, just what is needed to close the sale.
Results
Four months after implementation, the company sends 47% more offers with the same staff. Errors in quotes have practically disappeared, which calmed the production department.
Timeline
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January 2024Analysis of 114 offers and interviews with salespeople in Sosnowiec
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February 2024Database construction and integration with stock market prices
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March 2024Generator testing on live orders
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April 2024System launch and sales team training
"The work has become lighter. Instead of sitting in papers, I finally have time to call the client and ask about project details. Job done on time."