Veenman
If we make sure data is entered properly, Sofon does the rest
Peter Beijl
SENIOR ORDER MANAGER
Patrick Grauss
MAJOR ACCOUNT MANAGER
1 What does Veenman do?
Patrick Grauss: “We advise companies in various sectors on optimizing document-related operating processes. Our software solutions vary from digitizing files to invoice management. In the area of hardware solutions, think of MultiFunctional Printers (MFPs), faxes and (dedicated) scanners. We are part of Xerox Europe, but we have also been an HP preferred partner for years.”
2 What was the situation like before Sofon?
Grauss: “Before Sofon, we worked solely with a calculation tool. This was an especially difficult program for new staff. And more experienced staff didn’t always know how the tool made a calculation.”
Beijl: “And when the calculation was complete, we had to divert to Word to put together a quotation manually and then go to our CRM system to update customer data. These excursions to other systems cost time.”
3 What is the situation like with Sofon?
Beijl: “Thanks to Sofon, we no longer have to switch from one system to another. Based on a calculation, Sofon updates the CRM data, fills in the right fields in various documents and adds the right template. This takes place automatically and correctly.”
Grauss: “With Sofon, we really have a complete system available that supports us in all sales-related operations; from keeping up all customer and prospect data to producing mailings, calculations and quotations. Thanks to Sofon, product and price information is correct and up-to-date. Gaining insight into calculations (and margins) has become a piece of cake. Even new staff can quickly work with the system. If we make sure data is entered properly, Sofon does the rest.”
4 Which advantages does Sofon offer?
Grauss: We can put together a forecast quite simply with Sofon. In this way, I can immediately see how various sales cycles are going. Because I can see the probabilities and the expected revenue amounts, I know which potential orders need more attention. I can also immediately see whether I will achieve my goals for this time period or will need to adjust them – and on which sub-goals I need to focus: new business, software, paper… These reports are also very handy for our management in directing our sales team.”
Beijl: “And I also know exactly what Sales has agreed with customers. I need this information to produce a contract for a customer and to direct the purchasing department. Purchasing can work with the data from Sofon that we – still – enter manually into ERP.”
5 What will the future bring for Veenman and Sofon?
Beijl: “At the moment we’re working on an interface with the new ERP system Microsoft Navision. In time, we will be able to put data through automatically from Sofon to ERP. This will bring us time savings. We can then focus more on managing – instead of processing – orders. And that means: working more efficiently and realizing better and more accurate delivery times.”