Automation of sales quotation management in Sage X3

Challenges

Companies experienced challenges with customer services and sales when providing quotes as their staff is not available around the clock. A manual sales quotation process where the sales team needs to handle this repetitive, high-volume task means they are missing out on a huge opportunity to deliver an exceptional customer service experience. It consumes time, lengthens lead time, increases operational costs, and is highly prone to data entry errors.

The implementation partner helps companies from various industries in their journey of digital transformation with the help of RPA (Robotic Process Automation) which is a stepping stone to intelligent automation.

Client

Sage is a global accounting, payroll, and payment software company. It has over 13 thousand employees across the globe and offices in 20+ countries in Europe, Asia, Latin America, Australia, and Africa. Sage X3 is an ERP product by Sage Group.

Digital Workforce in Action

This is how the Sales quote bot automates the sales quotation process in Sage X3:

• The bot logs into the user email inbox and searches for sales quotes PDF attachments, and requests initiated on the company’s website.
• It captures all the vital information such as company name, product description, issued date, email, etc.
• In case of a new sales quotation, the bot logs into Sage X3 to create a new sales quotation and adds the items it gathered from the email.
• It saves the quotation as a PDF file and sends it as the email response.
• It saves the new quote and initiates a new workflow process for the sales team for future follow-up.

FEATURES

• The scope of this automation can be extended to sales order creation, invoice generation, and reporting.
• Professionally looking sales quotes.
• Sales quotation ERP data fields management
• Recognition and extraction of data from sales quote requests to ERP
• Sales team members assignment for future follow-ups
• Customized reports review by sales team members

BENEFITS OF AUTOMATION:

• Sales quotes are delivered to clients and prospects quickly and around the clock
• The sales staff is free to spend more time on high-value tasks such as follow-ups with customers in the sales funnel
• No data entry errors
• Clear records of transactions
• Increased efficiency of sales teams

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The results and plans

Prior to automation, the sales team would receive the quote, find and use the updated catalogs, brochures, demos, and other documents according to user requirements. Then they would cost the requirements, and create a sales quote manually using Word docs, PDF templates, and Excel spreadsheets. Then they have to rekey all the data in the ERP system. This process is time-consuming and prone to errors from the start to finish.

In this specific case, the sales quotation bot is a powerful tool that can be leveraged to reduce operational costs, enhance accuracy, focus sales team talents, and improve service levels. During development, the company also identified that other areas in the sales enablement process are great candidates for RPA.