Flexible setup of document-based processes
Today, DocuWare is used to file almost all administrative documents in a uniform manner. The solution transfers outgoing invoices or delivery bills directly from CROSS via an interface. Signed sales orders are scanned after processing, automatically indexed and filed. At the same time, the preconfigured DocuWare workflows enable reliable and fast verification of the invoices received daily. Depending on the sender, the documents are automatically assigned to a specific employee, across four branch offices. Further workflows were set up independently by Stoll Automotive for their online business, for example in the order entry for tune-ups. If a customer selects "prepayment" as a payment option, the accounting department receives a corresponding control document in its task list. Once payment is received, the order is marked as "paid" and forwarded to the APR Tuning department for shipment. Another workflow speeds up the sale of used cars provided by Volkswagen Leasing. The workflow starts when the invoice from VW arrives and ends as soon as the vehicle is stored in the system, prepared for sale, and a picture taken for the online store.
Digital vehicle files mean greater efficiency
Electronic vehicle files have also been newly introduced. If a customer decides to buy, the signed contract is digitally archived. After review by the sales manager, the document is forwarded to the disposition department, where various subtasks are completed. The salesperson then receives a message that all documents are ready for the customer. Thanks to DocuWare, employees always know which tasks have already been completed or are still pending. And via the digital vehicle file, all documents are available at any time.
Making work easier for everyone
Whether it's an order, invoice, contract or vehicle file: Today, all documents can be found quickly using the wide range of search functions. This is just as helpful in the case of complaints as it is when searching for special vehicles as part of tuning offers. At the same time, documents can be quickly forwarded to customers via email. DocuWare makes it possible for every employee to perform most tasks independently today, i.e., without having to assign colleagues at other locations – a great workload reduction for the entire organization. There are plenty of expansion plans for the cloud-based solution. For example, an additional workflow in the online store should ensure faster feedback and even better customer service.