How many quotes do you write every day, or how many requests do you process? How much time do you spend creating an offer, and how much time do you spend tracking outgoing communications?

Here’s an example of how much time these processes will take. Let’s say you create and send an offer in five minutes. Then you take two minutes to archive each offer to folders on a shared server. For this example, we’ll say that you create 20 such offers every day. Daily you spend (5 + 2) x 20 = 140 minutes = 2 hours and 20 minutes on these offers.

Do you think spending about 30% of your work day on offers is productive? Also, how does the confirmation quotation process continue? You probably also send a confirmation request, which also takes some time. Then comes billing, and a similar process for billing begins again.

This entire process usually passes through three departments: Trade (offer), Customer Service (confirmation), and Billing (invoicing). What if the information hits a roadblock or even stops? More about the flow of information can be found here.

In each department mentioned above, the process takes a certain amount of processing time. Suppose that Customer Service would receive 10 orders, which it then confirms and enters into the system within 50 minutes. Then, let’s say, Billing completes invoicing of 10 orders in a matter of 20 minutes.

With the above example, 20 inquiries equivalent to 30 hours and 30 minutes time!

Finding better and more streamlined ways to complete these processes is what distinguishes leaders and market innovators.

Atollon helps finding these ways, but how?

Imagine a situation where each of your offers has a clear structure, will be created faster, will be archived automatically, and will allow you to easily pass on documents for processing. Or even better would be working with one document that all departments work with.

Now, let’s calculate the time it takes to offer processing and archiving using the Atollon solution. Processing is reduced to three minutes using Atollon’s systematic, automatic pre-filling data program. Archiving is automatic (i.e., the time investment is zero).

The numbers are as follows: (3 + 0) x 20 = 60 minutes.

Our solutions save almost an hour and a half compared to traditional processes, and just in the business department alone! If we plan for further savings for Customer Service, we estimate another savings of at least 40 minutes thanks to the ease of switching from one template to another in the system — plus there is no need to enter any information into the system because it has already been done at the front end of the process by the Trade team. Similarly, for the Billing department, using this system time is decreased in half of traditional programs to about 10 minutes. The total savings is 2 hours 20 minutes.

Employees of companies operating inefficiently spend three and half hours a day by answering requests. If you avoid inefficient activities using the Atollon system, it will take you only 1 hour and 10 minutes!

Measure the time you spend by requests daily:

Trade time (preparation + archiving) x number of demands processed/a day = ................min
Customer Service time (preparation + archiving) x number of orders/a day    = .................min
Billing time (preparation + archiving) x number of orders/a day                           = .................min
You can also add time for claim collecting, which is also possible to partially automate with Atollon.

                                                                                                                 Total .................hours ..................min

No matter what your quotation, order confirmation, and invoice structure is, in Atollon it has no effect on the time you spend processing information. Thanks to pre-defined procedures and the automatic filling in of known data, Atollon can streamline your day and allow your business to become much more efficient.