Success Story – Jungheinrich

The challenge

René: “In a company like ours, we process large amounts of documents and information every day. To manage that, we had been using a simple archiving system since 2004. This was fine in principle, but in the quotation process, which is important and labor-intensive for us, we got stuck.”

“A little quotation requires input and involvement from various departments - from sales to engineering and after-sales. Acceptance rounds went serially through a paper postbook: everyone had to check his or her information and initial it. If a person did not agree to a part, it had to be done all over again. That made issuing quotations slow, error-prone, and frustrating.”

With Xtendis, we switched from paper and postbooks to a modern, digital quotation process that always works for everyone. In doing so, we have increased efficiency by at least 30%.

“In addition, we saw that customers were increasing their demands on documentation. Inspection reports, contracts, and quotations must be available quickly and securely. Physical files and being tied to one location no longer fit these requirements. Hybrid working after the coronavirus also increased the need for digital processes.”

The solution

Ruud: “Our old software did not offer workflow functionality. We then started discussions with Xtendis, which does have this capability. Together with their consultants, we spent a lot of time working out the existing processes as workflow: per discipline, step by step. The basis was already there, we only had to record it properly. Every department now knows exactly what is expected of them and when.”

René: &ldqou;We started with the on-premise solution of Xtendis and later switched to the cloud. In the beginning that was exciting - especially for a German organization where security and control are crucial. Then it helps to know that Xtendis meets the highest information security requirements, such as ISAE 3402 type II and ISO 27001.”

“In retrospect, it turned out that we had moved to the cloud at exactly the right time: our pre-sales people had just been transferred to Xtendis when corona regulations stipulated that no one could come to the office anymore. Because our ICT department had quickly provided everyone with a laptop, the quotation process could continue as usual.”

The result

René: “With Xtendis, we moved from paper and mailbooks to a modern, digital quotation process that always works for everyone. Leaving aside the errors and frustration of the old way that we solved with it, I think we increased efficiency by at least 30%.”

“In addition, internal transparency has increased tremendously. Everyone can see who approved what and when. That's crucial for us because of audits, for example, when it concerns price adjustments or discounts.”

Ruud: “The fact that we now only work with a digital archive saves enormous physical space. We moved five roll containers of paper out of the building; all of it was digitized. The twelve filing cabinets where all that paper was kept are no longer needed, and that frees up space that we can very well use for other things.”

René: “Xtendis has given us many advantages, but the most important for me is that processes and administration are no longer dependent on persons, time, and places because of digitization. No matter where you are (in the office, at home, or on the road), you have the right document in view in seconds and can provide an answer that the customer or colleague you're helping can proceed with.”