Automation is arguably the biggest time-saving tool available to organisations right now. Reducing the amount of time spent on manual tasks means your team can work on more high priority assignments. One area that we work closely on our clients with is automating and capturing information from customers and vendors. This is valuable for organisations from all industries, as collecting customer information is the first step in the sales funnel.
So, let’s cover off all of the pros (and a couple of challenges) that come with automating and capturing information from customers.
The benefits of automating information capture
As with most of the systems we recommend, there are a myriad of benefits for your team, and your entire organisation.
Any time, any place
Your team members won’t have to schedule meetings with customers or vendors to collect their information. With automated forms going out, they can sit down at a time that suits them to fill in and submit in one go. You can also request specific documents or certifications from the recipient. Externally facing forms can be mobile responsive, so your recipient has even more opportunities to provide their information.
Eliminate double handling
The less people collecting and storing the information, the less room for mistakes to be made. The customer or vendor fills the form in themselves, so you don’t run the risk of miscommunication on vital details. Once the form has been submitted, all your team member has to do is check it over to make sure nothing has been missed. This process also keeps back-and-forth emails from cluttering up inboxes, moving notifications from email-based to system-based.
Details captured and organised
When you set up the backend for this process, you can connect the external forms to almost any system with the likes of Nintex. The form goes out requesting details/certification/etc, and once submitted, all that information will automatically be uploaded into that nominated system, even a SharePoint folder. You can also set this to update existing information that is on file.
Integrated with document generation software
Once you’ve collected the information, you can do more than just store it. For example, you can pull the information to easily fill in other forms, such as contracts. This works by integrating your automation with document generation systems, such as PowerAutomate.
Seamless workflow actions
Automating workflows and notifications means that this process pretty much happens on its own. The assigned team member will get a notification when the form has been sent/accessed/submitted, or the next person in the chain will be prompted to take further action. For example, a salesperson may request financial details from a customer, and the accounts team are alerted when they can access the information.
You can set a certain timeframe that the form must be opened within. For example, if 30 days pass without the form being opened by the recipient, then a workflow alert will prompt further action.
Capture information from multiple recipients
Got a job and want to get quotes from multiple vendors? This is a great way to invite them to compete for the contract. Along with their quote, they can also submit any documentation you need to prove their capabilities for the job. Additionally, you can track which vendors don’t respond, and manage your lists accordingly.
Some things to consider
Whilst our consultants thrive off building complex systems, automating and collecting customer information can be a complicated endeavour. But the time spent building the system – or letting our team build it for you – will save you countless hours down the road. Once you’ve collected the necessary logic and developed the backend, you’ll be off and racing.
Need help capturing customer information?
Propelle creates unique automation solutions that help you put more time back in your day. To get started, get in touch with us today.