Tectorius is a roof coating company that provides services throughout the whole of Sweden. With its origin in Jönköping the company continuously expands. Their flexible workforce existing of sales representatives and working teams consists in peak times over 30 people generating revenues well over 20 million SEK. Tectorius is certainly one of today’s market leaders in their niche.
Need for more control in business processes
For a more efficient handling of their workforce, Tectorius felt the need for a mobile business system supporting new business processes. At the head office they required a better overview of all working orders and all relevant customer information. In addition it was very important to improve the communication between the sales reps, working teams and the head office; and not the least, to inform the customer about what they ordered and when they would get it.
Improved internal communication for Tectorius
Before Tectorius started using Optimizers and the iSynergy solution, Ninos Özmen Patto, Sales Manager, managed the evaluation process of different suppliers. “With the iSynergy app we got an effective, economic mobile solution, which in combination with a computer-based CRM system has improved our internal communication substantially and set customer expectations right. This has resulted in the fact that I can work proactively with our customer deliveries and support our sales reps instead of spending my time on managing last-minute changes and excel sheet based working orders, which at the end, are impossible to manage. The sales reps and working teams do their project updates through the iSynergy app which provides the head office with always updated customer project status”.
Maria Özmen, Managing Director and one of Tectorius owners: “With iSynergy we now have an overview of our potential customers, from the moment they request information. We can forecast the amount of new clients and therefore we can plan our working teams and prevent capacity problems. Previously we could all of a sudden get a large amount of new clients which made the production planning more complicated and the delivery times longer and sometimes uncertain.”
The quotation process
The business process starts the minute the customer shows interest in Tectorius services and requests more information. All customer details are entered into iSynergy and a workflow task is generated for a sales rep to book a meeting. During that meeting they inspect the roof and property characteristics. This data is filled in in a pre-defined questionnaire together with pictures, as input for preparing a personalized quotation. The head office checks on planning and confirms a delivery date. Once approved by the customer, the quotation is converted into a work order for the working teams.
Starting and monitoring the job
The work order includes all relevant information collected by the sales rep and also a number of checklists for the working team to report the project status. With this information, the working teams can prepare better and do a more decent job at the customers’ premises. Continuous updating of the project status allows the head office to have a work-in-progress overview and control project risks.
Quality control and invoicing
After the work order is fulfilled the sales rep receives the task to contact the customer and meet up for quality control and gain acceptance from the customer. Thereafter, the head office can proceed with customer invoicing and the appropriate allocation of the project revenues between the sales reps, working teams and the head office. All relevant project information is transferred automatically from iSynergy to Fortnox where Tectorius raises the invoice and collects the payments.
iSynergy, a mobile app
Tectorius uses iSynergy as a cloud based solution (Microsoft Azure), which means they don’t need to operate the system themselves. Tectorius uses iPhones and iPads for the iSynergy app.
Lotta Thorén, Finance Manager: “Optimizers created a link between iSynergy and Fortnox which transfers all quality controlled work orders to show up in Fortnox. From Fortnox we can then easily invoice our customers.”