Case Study – Hold Tech Files LtdYvonne Hemmings
Hold Tech Files provides secure data storage for worldwide machinery manufacturing companies. These companies supply machinery and products into the European Economic Area.
What were they?
Hold Tech Files website will enable companies to upload Technical Files to Hold Tech’s systems.
Contact was made with potential clients
1. Lead received
2. Back and forth email conversation to determine requirements
3. Mandates emailed to the client to be signed
4. Signed mandates returned via email from the client
5. Invoice raised manually and emailed to client for payment to be made via PayPal
6. Request for files to be stored made via email
7. Documents reviewed by Consultant
8. Documents approved and uploaded to Dropbox manually
Hold Tech was finding these manual steps time-consuming, and not the best use of their time.
What were the goals?
Hold Tech processes were well defined and repetitive which meant they were prime for automation. We were tasked with automating the process from start to finish minimising any time required from Hold Tech unless the client needs help.
How did we help?
We started by creating a Typeform that would lead the client through the process prompting them for information. This was embedded onto Hold Tech website and took away the requirement for back and forth emails.
Once the completed form is submitted the information is automatically passed to Airtable which triggers Zapier to send the mandate to the client for eSignature using Pandadocs.
The client signs the edoc which then updates Airtable and triggers a request for payment.
Once the payment is made an automated email is sent to the client requesting documents to be uploaded direct to Dropbox. This triggers an invoice to be raised in Quickbooks ready to be included in the next invoice run.
This completes the process for the basic service without any intervention from Hold Tech unless indicated on the form.
Further services will allocate the documents and project to a specific Consultant to review the documents before approving.
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