Vehicle file processes
At the heart of the sales process is the vehicle file, which used to be transferred from one workstation to another as a paper file and is now available electronically in DocuWare. All documents relating to a vehicle – purchase contract, calculations, financing and leasing contracts, data protection declarations, self-disclosure and much more – are scanned by the sales assistants at the various locations. For this purpose, the dealership has purchased ten Epson DS-790WN scanners.
The vehicle file is forwarded to operations management for review. If they have any questions, it goes back to the salesperson to be corrected or completed. If everything is in order, the file is passed on to the scheduling department so that the vehicle can be ordered or grabbed from the company's own inventory. After that, the workflow goes back to the sales assistant until the car is ready to be picked up. From there, it is returned to the scheduling department, where the invoicing is done with the dealer management system ECAROS. Subsequently, the controlling department checks whether everything is available and in order before the file is stored in their digital archive.
Completeness check for contracts
Due to the direct availability of all documents, the DMS saves the dealership a lot of time. For example, when it comes to questions about a sales process, such as whether the leasing contract takes into account the towbar desired by the customer. Schubert estimates that in the past, an average of ten to fifteen minutes was spent per car when searching through the paper documents. Calculated over the year, this means 60-70 working days for 2500 vehicles!
In addition to time savings, however, the main benefit for Schubert is the increase in quality. There is now effective controlling: contracts are checked for completeness and outliers no longer occur. For sales, this means security and relief from paperwork, which improves the work environment and thus lays the foundation for employee satisfaction and, ultimately, customer satisfaction. Their next process – invoice receipts – is already being tested and is scheduled to go live company-wide in early 2024.