This case study discusses how we worked with a company to automate their systems and streamline contract renewal operations. The company adopted manual contract renewal operations, which limited its business outcomes. They needed an experienced and flexible team to help them automate their contract renewal systems and improve their business results. Their operations and business outcomes improved significantly after working with Astreca Consulting on the automation project.
A prominent company faced significant challenges in its contract renewal process, leading to inefficiencies and errors. The manual nature of their contract renewals caused delays and inconsistencies, while their technical limitations exacerbated these issues. To overcome these challenges, the company partnered with Astreca Consulting to automate the contract renewal process and enhance workflow efficiency.
The organization faced business and technical challenges that limited its productivity, efficiency, and profitability.
On the business side, the company struggled with seamlessly renewing contracts because they used manual systems and processes to manage their contract renewals. Whenever a contract expired, they created a new instance and manually transitioned the old instance from activated to renewed status. This manual process was time-consuming and prone to errors and inefficiencies, resulted in delays in contract activation and renewal, and put the company at risk of discrepancies and data entry errors.
Also, the company experienced errors in specific workflows resulting from using long contract names. The long contract names and manual transitions not only caused delays but directly affected client relationships, leading to potential revenue loss.
The manual process required significant human intervention to ensure the system was functioning optimally. This was time-consuming and made tracking and managing contract statuses difficult.
On the technical side, the company experienced errors in its operational processes, particularly scheduling conflicts. As they scheduled multiple pathways simultaneously, conflicts emerged that caused errors and required manual interventions.
Also, the company needed assistance with migrating from Process Builder to Flow. They previously used Process Builder, which wasn’t suitable for the complex contract renewal process.
All these business and technical challenges limited their efficiency and output. This made it crucial for them to work with a systems automation expert to help them automate their systems and streamline their workflow for efficiency.
The company needed to partner with an expert with proven experience in developing solutions to support businesses relying on Salesforce and Hubspot for sales and marketing automation. They wanted a simplified and streamlined system and processes that made their work efficient. After intense research, they chose us for our experience, affordability, flexibility, and scalable team as a service model.
After getting on board, we started by outlining and tackling the challenges according to priority.
Astreca worked with the company to implement an automated solution to address the primary business challenge. We designed the system so that whenever a new contract is created, the system automatically transitions it to the activated status while the previous contract instance is seamlessly moved to the renewed status. We also truncated the long contract names, ensuring smooth flow execution. A shortened renewal cycle gave them a competitive edge with faster contract turnaround times.
We adopted a systematic approach to address the technical challenges. We started by conducting data analysis to observe flow behavior and adjusting user time zones to analyze flow execution. This helped us discover that scheduling conflicts were the root cause of the errors. We restructured the flow pathways and scheduled them sequentially, eliminating conflicts and ensuring smooth flow execution.
We also collaborated with the company to help them migrate from Process Builder to Flow.
At the end of the project, we were able to help the company solve its challenges and achieve significant results.
The automation of the system streamlined their entire process, reducing manual effort, increasing efficiency and contract management consistency, and eliminating errors. This ensured that contracts were automatically renewed promptly and accurately, significantly improving productivity, profit margin, and business outcomes. Similarly, truncating the long contract names decreased the likelihood of errors, and the company ran workflows without interruptions.
Their migration from Process Builder to Flow provided greater flexibility and automation capabilities as the company can now create more robust workflows tailored to their specific needs. By leveraging Flow, the system became more adaptable to complex workflows, significantly enhancing efficiency and accuracy.
We successfully addressed the company’s operational efficiencies by providing solutions that tackled the workflow gaps from the root. By automating and streamlining manual processes and addressing technical limitations, we helped the company achieve its goal of efficiently managing contract renewals.
Don’t let a manual contract renewal system slow your business down. Reach out to our sales team today and discover how we can automate your workflows for success.
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