Chapter 03
Implementation process: The first build, followed by the audited roadmap.
You agree one approved price source and its effective dates. Then the system prepares the routine draft. A person still approves stock, credit, delivery, margin and non-standard terms.
Illustrative
A composite company, not a client. We model the inputs and the queue examples, then derive every total from the assumptions shown. A real audit measures each workflow in your operation.
- Profile
- Wholesale distributor
- Revenue
- €14M
- People
- 45
- Depots
- 3
The first build and what comes after it
P1 · first build
Quote request intake and drafting
The system reads requests from email text, PDFs, phone notes and WhatsApp. It matches each one to the customer, the approved pricing, stock and delivery. It writes back a draft quote with its sources.
- Hours a year
- 1,213
- Modelled share the system could carry
- 70%
P2 · audited roadmap
Order acknowledgement and entry
Accepted quotes become draft orders with no second retype. The system holds exceptions on quantity, SKU, stock, delivery, credit and price. The acknowledgement goes out once the ERP validates it.
- Hours a year
- 620
- Modelled share the system could carry
- 75%
P3 · audited roadmap
Supplier price updates
New supplier lists read, compared against the old ones, and the changes that affect live quotes flagged.
- Hours a year
- 380
- Modelled share the system could carry
- 65%
P4 · audited roadmap
Delivery chasing and updates
Where the order is, before the customer asks. The system chases the supplier when it slips.
- Hours a year
- 460
- Modelled share the system could carry
- 60%
P5 · audited roadmap
Invoice and credit-note queries
Routine administrative replies drafted with the paperwork attached; disputed invoices and credit decisions handed over with the history.
- Hours a year
- 290
- Modelled share the system could carry
- 55%
Modelled opportunity across all five
- 1,997
- Hours a year the system could carry
- €95,856
- Equivalent internal capacity at the loaded cost above
- 966
- Hours a year that stay with your team
All five processes, not the one traced below. This is a capacity equivalent, not cash saved or revenue forecast. It excludes implementation cost, operating cost, review time and adoption. The audit is where these become your numbers instead of ours.
One process, end to end
Quote request intake and drafting
The first one, step by step, including the place a person stays in the loop and what happens to their correction afterwards.
-
01
System prepares
Reads the request wherever it landed
Email text, an attached PDF, a phone note or a WhatsApp message from a field rep.
-
02
System prepares
Works out what the customer is asking for
SKU or product match, quantity and unit, requested date and location, depot availability and customer account.
-
03
System prepares
Prices it against the list and the customer's terms
Current agreed prices first, then the approved sell-price list and discount matrix, each with its source and effective date.
-
04
Your team approves
Someone prices the judgment calls
Low margin, missing or conflicting prices, stock or lead-time uncertainty, freight, credit, new-account and non-standard-term exceptions stop here with their sources attached.
-
05
System prepares
Writes the quote back as a draft
Saved in the quote template, drafted in Outlook and linked to the customer record, ready for review and send. Nothing goes out unseen.
We log every edit. A named process owner approves a repeatable rule before we version it and reuse it. One-off exceptions stay one-off. We test every change before release.
Of that, this one process accounts for 849 hours a year