Syncler Use Cases
How offers can easily be turned into digitally signed contracts
In today's business world, efficiency is one of the most important drivers of success. Companies that replace manual processes with automation save time and therefore costs in the long term. And many business processes even hold enormous potential for optimization through automation: one example of this is the seamless conversion of offers into contracts - a process that we implemented for our customer Tchibo with the help of our integration platform Syncler.
Like many modern companies, Tchibo relies on a CRM system that is continuously developed and adapted to the company's specific needs and processes. Only in this way can the system develop its full potential. As part of this further development, we have created a fully automated process that converts offers into contracts and signs them digitally. Let us show you the details:
Task
Our challenge was to develop a process in the existing CRM system that automatically transforms offers into contracts and digitally maps the entire signature process.
Solution
Automated contract creation
Within an opportunity with an offer and stored articles, the user can transfer all or only selected articles of the offer directly into a contract with a click. On the subsequent overview page, the user has the option of customizing the contract - for example, by adjusting the number of products or adding additional items or discounts. The contract can then be viewed in preview mode. Syncler plays a central role here: It automatically selects the appropriate document templates, depending on the key figures stored for the items. Several contracts, such as purchase and maintenance contracts, can even be generated. Thanks to the split screen, the generated contracts can be viewed directly in the CRM - presentation and full screen mode are also available.
Digital signature and dispatch
If the user is satisfied with the preview of the automatically generated contract, they can switch to the newly implemented signature mode. Here, the number of signature fields to be generated can be selected individually. The user can also choose whether the contract should be signed locally (directly in the CRM system using a mouse or tablet pen) or digitally. If the contract is signed digitally, it is forwarded to the corresponding tool, in this case Zoho Sign. Documents can be signed, sent and managed there quickly and securely. After entering the contact details of the person authorized to sign, the contract is automatically sent by email from the CRM. The email appears with an individualized layout and the customer is intuitively guided through the signing process. As soon as the contract has been signed, the status of the contract is automatically updated in the CRM system. The customer also receives a copy of the signed document by email.
Conclusion
The seamless conversion of offers into contracts is just one of many examples of how day-to-day work can be made more efficient by automating processes. Fewer manual steps not only save time, but also reduce the susceptibility to errors. In addition, all relevant data can be viewed directly in the CRM, which reduces the need for multiple systems and ensures a high level of transparency regarding the status of the sales opportunity.
With our universal integration solution Syncler, companies have the opportunity to flexibly connect and automate a wide variety of processes - always adapted to individual requirements.
