Streamlining Operations with Automation in Engineering Product Sales

The reorganization led to a reduction of 250 staff hours per month, translating to an annual savings of approximately $75,000, based on the average cost of finance department labor.

The business's manual process for creating invoices based on approved quotations and calculating commissions based on payment status was cumbersome and time-consuming, taking 120-150 hours monthly.
Verifying payment statuses, calculating partial commissions for partially paid invoices, and managing varying commission rates and intermediaries required extensive manual effort.
This manual process detracted from the finance department's capacity to engage in high-value activities such as cash flow budgeting, growth planning, and debt restructuring.

Problem/ Challenge

As CEO, I can confidently say that automating our invoicing and commission processes has boosted efficiency by 80%, allowing our team to focus on strategic growth. The integration of key tools has streamlined operations, improved accuracy, and enhanced employee satisfaction.

Jacob Johnson

CEO

Solutions

Sales quotations created in QuickBooks were exported to a Google Sheet in real-time.
A manual approval checkbox in Google Sheets triggered the conversion of quotations in QuickBooks to invoices, which were then automatically sent to clients.
Salesperson tags added to invoices via Zapier facilitated automatic commission calculations.
Integration with Finale Inventory checked SKU stock levels and automatically generated purchase orders in QuickBooks for items understock, with notifications sent to the warehouse manager for manual PO approval.
Bank reconciliations updated the master Google Sheet with paid invoice amounts, which, alongside predefined algorithms, facilitated automatic commission calculations.

Download the comprehensive case study to delve deeper into the data-driven decisions and gain valuable insights into the strategies and solutions that drove success.

Results

The restructuring and outsourcing strategy bore immediate and tangible benefits

Efficiency Gains

Reduced the time required for invoice creation and commission calculations from 120-150 hours to just 30 hours per month, marking an 80% decrease in manual labor.

Resource Optimization

The finance department was able to reallocate significant time towards strategic financial planning and analysis tasks.

Process Streamlining

Automated workflows ensured accuracy in commission calculations, timely invoice creation, and improved stock management through automated purchase orders.

Employee Satisfaction

Sales and warehouse management staff appreciated the reduction in manual tasks, leading to improved morale and productivity.

Want to see how we can help your business? Explore our case studies and discover proven results. Schedule a meeting to discuss how we can achieve success together!

Case Studies

Strategic Hiring and Growth Planning for a Global Retailer

A global retailer faced uncertainty in planning team expansion despite a strong financial reserve. (read more)

Learn more

Revolutionizing Finance Operations to Unlock Effici..

A business burdened by an inefficient finance department transformed operations by outsourcing (read more)

Learn more

Navigating Financial Complexity to Secure Inve..

After a thorough financial overhaul, including uncovering $4 million in recoverable assets, the co (read more)

Learn more

Achieving Rapid Growth by Overcoming Debt Challeng..

By restructuring high-cost debts, cutting operational expenses, and optimizing cash flow, the co (read more)

Learn more

Strategic Cost Reduction Elevates Net Profitability

By optimizing resources, automating roles, and reducing overhead costs, we helped the client..

Learn more

Empowering Business Confidence Through Precision.

The business duo regained financial clarity by adopting accrual accounting and..

Learn more

Saving a Business Through Strategic Purchasing Overhaul

By overhauling the purchasing process with a data-driven, collaborative approach, the company..

Learn more

Streamlining Operations with Automation in Engineeringt..

Automation reduced manual labor by 80%, cutting invoice creation and commission calcul..

Learn more