Automotive parts importer and distributor
Gurugram, Haryana
Staff can ask for bills, balances and purchase history, or approve account changes without opening the computer.
Step details
Find the customer
Use the customer’s name or number to find the right account.
Read the business records
Get bills, balances, payment details and purchase history.
Check the requested change
Show the old and new details before staff approve a change.
Return the record or saved update
Return the document or confirm what was saved.
Customer Order Updates
Let customers get their own order updates and documents on WhatsApp.
Find a customer document
Estimated staff time
Before
Find the customer and document in the accounts, then check it.
With the system
Ask on WhatsApp, then check the returned document.
The owner can see who called whom, what was discussed and which conversations need attention.
Step details
Save the call activity
Keep the salesperson, customer, time and call duration.
Read the recording
Use an available, permitted recording for the transcript and summary.
Keep questions and promises
Save products, objections, requests and promised next steps.
Review the next action
The owner can open the recording and decide what needs attention.
Save promises from conversations and find customers who may be due to reorder.
Step details
Read the customer history
Bring earlier conversations and purchase dates together.
Find the pending action
Show unfinished requests and unusually long gaps between orders.
Prepare the reminder
Keep the reason, responsible person and due date with it.
Review and follow up
Staff choose the message and record the response.
Repeat Order Reminders
Find customers who may be due to reorder and prepare a message for the sales team.
Review 20 customer purchase histories
Estimated staff time
Before
Open 20 records and look for longer order gaps.
With the system
Review suggested gaps with the purchase records.
Collect enquiry details, shop information and documents, then prepare access and paperwork after approval.
Step details
Save the enquiry
Keep the contact and notes from the first call.
Collect the customer details
Collect the visiting card, shop details and required files.
Review the customer
The sales head checks the information and makes the decision.
Prepare access and documents
Reuse approved details for the app and standard documents.
Prepare customer documents
Estimated staff time
Before
Copy customer details into the templates and check.
With the system
Check documents prepared from the customer record.
Read products and quantities from an order, check unclear lines and save the approved draft in the ordering app.
Step details
Read the message or photo
Use the message, photo, PDF or notes from the call.
Match products and quantities
Find the product codes and highlight unclear details.
Check and approve the draft
Staff check the customer, stock, payment details and quantities.
Save the order in the app
Return the saved order reference so it can be followed through.
Prepare a ten-line order
Estimated staff time
Before
Read, match and type ten product lines, then check.
With the system
Check the prepared order and confirm it.
Keep packed quantities, proof, billing and final checks together so the team can see what still needs work.
Step details
Record packing and photos
Staff record the quantities packed and attach photos.
Choose the billing account
The responsible person chooses the correct billing process.
Check the goods and paperwork
Compare the order, loading details and required documents.
Confirm dispatch
Keep missing proof or unresolved differences open for checking.
Billing and Dispatch Checks
Prepare the bill and check order, loading and document details before dispatch.
Review packing updates for ten orders
Estimated staff time
Before
Find each update and photo, then note pending work.
With the system
Review the updates together and assign pending work.
Reuse purchase figures and the business’s current spreadsheet formulas instead of copying the same data again.
Step details
Get the purchase figures
Read purchase and stock figures from the accounts.
Add the remaining costs
Enter the other costs required by the existing worksheet.
Use the existing formulas
Apply the same calculation and rounding rules.
Check the calculation
Staff can see each input and correct it before use.
Work samples
Customer records on WhatsApp
Customer records, order drafts and staff approvals.
BUSY
Customer accounts, purchase history and business documents.
Techlon App
Customer orders and the records used for packing.
TrackOlap
Keeps field-sales and vehicle tracking in use alongside the bot.
Excel
The product-costing formulas Techlon already uses.
Find a customer record
WhatsApp requests return customer records. Staff approve changes before they are saved.
Save the checked order
Staff check the order draft. The app saves it and returns the reference.
Show Jeet how you handle that work today. Start with one real example and the part that takes the most effort.