Do your customers always receive the right equipment documentation?

Making sure you provide customers with all the required documentation when selling work equipment can be time consuming, complex and cause a headache for suppliers. It often involves complicated manual tasks, a reliance on siloed data systems, and can result in constantly sending or resending documents.

Moving away from pen and paper, Excel spreadsheets, post-it notes, and manual registrations towards digital solutions can help reduce these frustrations and accelerate the supply process. It can also help to ensure that your customers always have what they need, and keep coming back as a result. 

A cumbersome process

When your company sells equipment that requires accompanying documentation, the workflow can be quite a challenge. As a supplier, you need to know exactly what documentation is required for each individual piece of equipment, and if there is any additional documentation required for customers with different types of operations. You also need to ensure that this information is passed on to employees to ensure the equipment arrives with the customers with all the documentation.

This is often a complex process , particularly when orders are received, organised, approved and dispatched by different teams across locations. There is always a risk of human error, failures in communication and process inefficiencies. The result of not providing the correct documentation can be seen in reduced customer satisfaction, and even problems with regulatory authorities. 

A digital solution

But this process can be made a lot easier. When your company receives a customer order, a software solution like Onix Work can make every step easier and ensure quality:

• When the order is sent to the warehouse, an app or a popup on the computer can tell the warehouse worker exactly what information to register for each piece of equipment.
• The required documentation is then automatically generated based on the registered information and immediately made available for distribution to the customer.
• The solution can be used together with your company’s existing ERP or CRM solution.
• The documents can be generated with your company’s logo and in whatever language, format, or regulatory regime the customer needs.
• You will always know what you’ve sold, when you’ve sold it, and to what customer.

Conclusion

A digital solution can make your equipment supply processes more efficient, and both you and your customers can rest assured that the documentation they receive is correct and follows legal requirements.

And if you think this sounds complicated, don’t worry – it really isn’t that hard to get started! With some guidance and onboarding, your company should be up and running with the new system  in no time. While many companies dread the inevitable digitalization process, being at the forefront and streamlining your workflows will no doubt give your company a competitive edge.

Are you ready to adopt digital tools and say goodbye to inefficiency and unnecessary mistakes?