From budgets lost along the way to a frictionless sales and collection process.
How a B2B distributor automated the entire process from quoting to collection, reducing errors and accelerating sales without changing the way they work.
-40%
time spent on budgeting
1
unique process for the team
+50%
speed of customer response
Type of company
B2B Distributor of industrial materials:
- 90 employees
- Vast catalog
- Recurrent professional clients
- Intense comercial presence + visits on-site
- Current systems:
- ERP
- Excel for prices & discounts
- PDFs for budgets
- Manual follow-ups by email
La business was going well, but the process of budgetting and payables was slow and inconsistent.
The Problem
The Quote-to-Cash process was manual and fragmented:
Budgets created in Excel
PDFs sent by email
Monitoring “by eye”
Informal internal approvals
Custom handmade conversion
Pricing or condition errors
Budgets that expire without a response
Customer quotes:
“We don’t know which budgets are still in effect.”
“Each salesperson manages it in their own way.”
“When the client agrees, everything has to be redone.”
Nothing was broken.
But the process was losing sales and control .
What was built
An integrated Quote-to-Cash system was implemented, designed to cover the entire sales journey , without duplicating work or relying on Excel.
1. Generating budgets from a catalog
The salesperson can:
Search for products in a digital catalog
Select quantities
Apply prices and discounts per customer
View the total and margin in real time
Everything from:
Computer
Tablet
Mobile
Without Excel.
Without manual calculations.
2. Automatic sending and tracking of the budget
Each budget:
It is generated in professional PDF format.
It is sent to the customer immediately.
It is registered with the status: Sent
Open
Accepted
Lapsed
The team knows what's going on at all times .
3. Approvals and trade rules
The system includes:
Discount rules
Margin limits
Simple approval workflows
This allows:
Maintain consistency
Avoid mistakes
Protect profitability
Without stopping the commercial.
4. Direct conversion on demand and payment
When the client accepts:
The quote automatically becomes an order
It synchronizes with the ERP
The billing and collection process is activated
Without redoing documents.
Without copying data.
No errors.
What was NOT built
The ERP was not changed.
No commercial flexibility was eliminated
The team was not forced to use complex software.
No processes were duplicated
What already existed was connected
and the entire flow was ordered.
The Results
Operational Impact
- Drastic reduction in time spent on estimates
- Elimination of scattered Excel files and loose PDFs
- A single, consistent process for the entire team
- Full visibility into the status of each opportunity
Impact on Sales and Cash Flow
- Faster response to customers
- Higher conversion rate
- Fewer forgotten estimates
- Faster and more organized payments
Return on Investment
-40%
time spent on budgeting
1
unique process for the team
+50%
speed of customer response
From slow, manual budgeting to clear offers in minutes, right in front of the customer
How a DIY product distributor stopped preparing quotes by hand and allowed its sales team to generate customized offers from iPad, mobile or computer.
From scattered PDFs to clear and accessible information for the entire team
How an industrial company stopped searching for information in hundreds of documents and started getting immediate answers without reviewing files one by one.
.png)
From disorganized, manual reports to clear, ready-to-send reports for clients
How a marketing agency systematized client reporting and eliminated hours of manual work each month.