Quality Services
50% Fewer Errors and 40% More Efficient Planning Thanks to Full Digitization of Administration and Service Processes
Contactpersoon
Yanick van der Made
Website
Rol
Finance Manager
Bedrijfsnaam
Quality Services
Klant bij Innovine Projects sinds
2018
Quality Services (QS) provides customized solutions for the hygiene of sanitary facilities, kitchens, and floors. Their service extends beyond simply supplying products; they also offer expert advice, installation, and ongoing on-site service. Building strong partnerships with clients is a key part of their mission, ensuring regular contact and maintenance so that hygiene is always at its best.
Focusing on sustainability and quality, QS aims to relieve their customers by delivering reliable, efficient, and professional services. Their mission is clear: “QS goes above and beyond to ensure everyone experiences optimal hygiene in sanitary spaces, kitchens, and on floors, every day, everywhere.
The Challenge
Quality Services faced the challenge of digitizing their administrative and service processes. Previously, these processes were entirely paper-based, with binders, work trays, and physical communication between departments playing a key role. This often resulted in data errors, inefficient scheduling, and delays in carrying out service visits. Internal administration and external service staff were heavily reliant on manual tasks, which increased the risk of mistakes and delayed service execution.
Moreover, there was a need for an integrated solution that would seamlessly connect both administration and service delivery. The goal was to centralize and automate all processes, enabling employees to respond faster and provide clients with better, error-free service.
Moreover, there was a need for an integrated solution that would seamlessly connect both administration and service delivery. The goal was to centralize and automate all processes, enabling employees to respond faster and provide clients with better, error-free service.
Implementation of the IT solution
Innovine developed an integrated administration and service system for Quality Services, enabling the complete digitization of their processes. The system consists of two closely connected applications: one for internal administrative staff and another for external service employees.
The administration system allows staff to handle contract management, scheduling, and invoicing entirely digitally, while the service system ensures that service employees can easily schedule and complete customer visits. With real-time synchronization between the two systems, staff can now collaborate seamlessly, ensuring that data is always up to date.
Furthermore, service visit scheduling was automated based on contracts, allowing for more efficient planning and execution of visits. Customers now sign order forms digitally, which are then automatically processed for invoicing. The systems enable smooth data exchange and increase efficiency by automating workflows.
The administration system allows staff to handle contract management, scheduling, and invoicing entirely digitally, while the service system ensures that service employees can easily schedule and complete customer visits. With real-time synchronization between the two systems, staff can now collaborate seamlessly, ensuring that data is always up to date.
Furthermore, service visit scheduling was automated based on contracts, allowing for more efficient planning and execution of visits. Customers now sign order forms digitally, which are then automatically processed for invoicing. The systems enable smooth data exchange and increase efficiency by automating workflows.
Why Innovine?
Quality Services chose Innovine for their ability to digitize and integrate complex processes into a user-friendly system. Innovine demonstrated their capability to deliver solutions that not only meet current demands but are also scalable for future growth. Their expertise in developing customized IT solutions, combined with a deep understanding of administrative and service processes, made them the ideal partner for this project.
Innovine provided a comprehensive solution that fully digitized the administration and service operations of Quality Services. This solution resulted in fewer errors, a more efficient workflow, and improved collaboration between internal and external staff.
Innovine provided a comprehensive solution that fully digitized the administration and service operations of Quality Services. This solution resulted in fewer errors, a more efficient workflow, and improved collaboration between internal and external staff.
Results and benefits
Thanks to the implementation of the integrated administration and service system, Quality Services has realized significant benefits. The complete digitization of processes has led to a 50% reduction in manual errors and more efficient planning, resulting in a 40% time savings. Employees can now work faster and more accurately, while service staff have all the necessary information readily available during customer visits.
Moreover, the automation of contract management and invoicing has greatly reduced administrative burdens. With the digital processing of service orders and schedules, customers are now served without delays, significantly increasing customer satisfaction.
Moreover, the automation of contract management and invoicing has greatly reduced administrative burdens. With the digital processing of service orders and schedules, customers are now served without delays, significantly increasing customer satisfaction.
The Solution
An integrated administration and service system that digitizes and automates both internal and external processes:
- Contract Management and Invoicing: Administrative staff can easily manage contracts, create schedules, and generate invoices, all within a single integrated system.
- Automated Scheduling: Service visits are automatically scheduled based on contracts, ensuring efficient and accurate planning of customer appointments.
- Document Management: All documents, such as order forms and service reports, are processed digitally and are instantly accessible to both administrative and service departments.
Service Management and Customer Interaction
- Route Navigation and Customer Visits: Service staff can easily plan and execute their routes, with real-time access to customer data and the necessary documentation for each visit.
- Digital Service Handling: Customers sign order forms digitally, which are automatically processed for invoicing, minimizing paperwork.
- Real-time Data Exchange: All data between administration and service teams is synchronized in real time, ensuring seamless collaboration and up-to-date information.
Administration and Financial Overview
- Fully Automated Invoicing: The system automatically generates invoices based on completed service visits and contracts, reducing errors and increasing the speed of billing.
- Insightful Financial Reporting: Administrators have access to comprehensive dashboards with real-time information on revenue, expenses, and active contracts.
- Contract Management and Reminders: The system tracks contract renewals and automatically sends reminders for contract obligations and payments.
results:
- 50% Fewer Errors: Digitization of manual processes has significantly reduced errors in administration and service handling.
- 40% More Efficient Planning: Automated scheduling systems have improved the speed and accuracy of service visits.
- Faster Service Handling: Service staff can now perform customer visits faster, with direct access to all necessary information via their devices.
- Improved Customer Satisfaction: Customers receive faster and more accurate service, resulting in enhanced overall satisfaction.
- Seamless Workflow Between Departments: Real-time data exchange between administration and service teams ensures flawless collaboration between internal and external staff.
Yanick van der Made
Finance Manager — Quality Services.
“We have undergone an impressive evolution towards a digital organization. Together, we have created an efficient digital platform, providing customers with direct access to essential information. This enables us to work more efficiently and rely more on data than on experience and intuition. For two years now, our collaboration has proven to deliver excellent results. Innovine has become indispensable in our digital transformation.”
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