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- Automatic Multi-year Orders Case Study
Automatic Multi-year Orders Case Study
webCRM is a Danish cloud CRM, and wildesoft.net is the UK developer it turns to when a customer needs something bespoke. Best One, a Danish webCRM customer, sells agreements that run for several years, with an order and an invoice due each year.
The Business Problem
When a three-year or five-year agreement was sold, the sales team entered the first year's order in webCRM. Every following year then needed its own copy of that order, with the right date, the same products and prices, and a note of which year it was for. Creating them meant copying each order by hand, two or four times, and changing the details on each one.
It was slow, easy to get wrong, and a missed copy meant a missed invoice.
The Solution
wildesoft.net built a service that checks webCRM every few minutes for new orders marked for automatic creation. For a three-year agreement it creates the two following years' orders; for a five-year agreement, the four following years. Each copy carries every product line and the agreed details from the original, is dated exactly one year after the one before, and is labelled "2 of 3", "3 of 3" and so on, with a link back to the original order.
The copies are marked for re-invoicing, while the original is left alone, and fields that only apply to the first year are cleared. Once the copies exist, the original is ticked as processed so saving it again doesn't create duplicates. If a mistake was made, a user can untick it, correct the order and save, and the copies are made again.
The Result
A multi-year agreement is now entered once. Every future year's order appears in webCRM within minutes, correctly dated and ready to invoice, and none are forgotten.
Get in touch if your team re-keys the same order year after year.
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