The sales rep panel that cut the path from quote to order by 60% in the HVAC industry
The Challenge
The client is a distributor of products related to ventilation, air conditioning, heat recovery, air purification, and heating, working with more than a dozen manufacturers. The company operates in Poland as well as in the Czech, Slovak, and Hungarian markets, serving around 30,000 customers and offering approximately 300,000 products in its range.
Sales at this scale (multiple markets, multiple manufacturers, and a broad product catalog) rely heavily on a team of sales representatives working directly with customers. They are responsible for building relationships, preparing quotes, and closing deals, which means the quality of the tools they use daily has a direct impact on the sales performance of the entire organization. However, the quoting process was fragmented and partly manual, with no single source of customer data and no full visibility into what happened to a quote after it was prepared.
- No single tool providing a complete customer view — purchase limits, order history, and quote history scattered across different places.
- Quotes scattered across channels: email, WhatsApp, phone — with no consistent quoting process.
- Difficult access to the ERP system for mobile sales reps while working in the field.
- Manual re-entry into the ERP system of quotes written on paper after returning from a customer meeting.
- Use of outdated price lists (including in Excel), which resulted in lost margin.
- No control over what happened to a quote after it was prepared and sent.
- Limited visibility into the entire sales process and the lifecycle of a quote, from preparation to order.
The Solution
- The Univio team proposed implementing the Sales Rep Panel, built on Univio's ready-made solution and adapted to the specific organization's sales processes.
- The project began with requirements gathering and workshops with the sales director and the sales team, so that the tool reflects how sales reps actually work in the field.
- The Sales Panel works on phones and tablets, including offline mode, allowing sales reps to prepare quotes in places without internet access.
- In a single tool, the sales representative has access to customer data, purchase limits, order history, invoices, outstanding payments, quote history, and the full product range.
- The system shows stock levels, list prices, and customer-specific discounts, and also suggests complementary products and substitutes for unavailable items.
- The sales rep builds the quote and sends the customer a link; for larger discounts, an approval path is triggered in line with the organization's hierarchy (regional director or sales director, depending on the discount level).
- Once the customer accepts the quote, the order is automatically sent to the ERP system, with product data fed directly from the PIM system.
The Result
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