Shift your focus to where it matters with content management software
Commercial transportation faces many challenges on a daily basis – loads of competition, a customer base with evolving needs, economic forces that affect commercial vehicle purchases, various supply-chain issues, and the challenges of operating a business with high supply costs — just to name a few.
Heavy duty operations don’t need the additional challenge of dealing with the minutiae of running the business, particularly the large volumes of paper that accompanies every transaction. Besides sales receipts and invoices, there are title and lease applications, warranty claims, parts orders, repair orders, maintenance records, credit applications, technical manuals and a plethora of other documents. There are numerous employee records as well – such as job applications, tax documentation and performance information.
By employing an enterprise content management system that integrates tightly with Fusion, Karmak clients can have easier access to documentation from different locations, have improved efficiency, reduced or eliminated physical storage needs via the ability to digitize records, enhanced security and compliance, as well as improved customer service.
Ease of Access
Enterprise content management systems help optimize transaction workflow by enabling authorized personnel to upload or access documentation from different departments or from entirely different locations via simple browser-based access. There’s no need to travel from one department to another or from one location to another.
In a traditional, paper-based system, employees can waste several hours each week filing, searching for, and retrieving documents. Any time a paper document is moved, it increases the probability that it is lost or misfiled, meaning even more time wasted on shuffling paper, rather than focusing on the business of selling and servicing vehicles.
An ECM system enables heavy duty businesses to efficiently store, route, and access documents. The system uses simple browser-based access that enables users to locate documents through simple searches, so authorized users can quickly access and retrieve the information, even if the document is several years old.
Recouped Storage Space
Each sale or service transaction generates multiple documents – many of which must be kept for several years to comply with business requirements and some DMV rules. Records are created every time vehicles are serviced and when warranties are involved, as well as information on first-time and repeat service and sales customers as well as employee records. The longer and more successful the business is, the more documents generated. By storing documents electronically, businesses can eliminate the space requirements and expense of physical storage, freeing up valuable real estate for other needs.
Improved Customer Service
With documents readily available with just a couple of mouse clicks, ECM enables heavy duty businesses to quickly and easily find information for improved responsiveness. Employees aren’t in the back office tied up waiting for necessary documents, so they can spend more time addressing customer questions and making the sale.
Digital documents are encrypted, making them more secure than a paper document, which can be misplaced or stolen, and this ensures that sensitive customer and financial information are kept confidential. Security settings provide permission-based access, so only authorized personnel can see and retrieve information, which is important not only for the customer information, but also for document exchange among businesses and auditors and to ensure security of employee records and compliance with legal and privacy regulations.
Not All ECM Systems Alike
While the benefits of ECM are clear, not all systems are alike. There are certain features that further enhance the usability of these solutions as well as the return on investment.
To provide the most immediate benefit for heavy duty businesses, an enterprise content management system needs to be able to interface seamlessly with business management software, which is an essential business system to drive daily operations.
Active Directory Integration (LDAP) enables users to access details such as work orders, customer data, invoice and other information directly from an integrated ECM system without the wasted time and complexity of logging into each system separately.
Similarly, the ECM system needs to be able to work smoothly with accounting, ERP, CRM and other systems heavy duty businesses use to operate their businesses, so that efficiencies aren’t lost in the process of re-entering data from one system into another.
As well, it’s important that the ECM system has an interface that is easy to use, with familiar Google-style search capabilities so that sales, human resources, servicing and other departments can use it intuitively, without enduring the long learning curve that complex systems can entail.
Business Management System Integration
DocStar ECM is tightly integrated with Karmak Fusion, which directly uploads DocStar ECM AP Automation data into Karmak Fusion. DocStar ECM captures both paper and digital invoices, using Intelligent Data Capture and Optical Character Recognition technology. Invoices can be routed to approvers based on the organizational business rules desired, and approvers can review and approve or rejected invoices within DocStar ECM or the DocStar ECM mobile app. Once approved, the transactional data for the payable is automatically uploaded to Karmak Fusion. Operational efficiency is achieved by leveraging information through the entire business cycle without requiring redundant and error-prone data entry.
Case in Point: Commercial Truck Dealership Lee-Smith, Inc.
Lee-Smith, Inc. is the Southeast’s largest locally owned commercial truck dealer for International, Ford and Isuzu trucks. The dealership selected DocStar enterprise content management with an integration to its existing Karmak dealer management system. This integration creates a seamless connection between the two systems, adding productivity and cost savings. A browser-based user interface, including single sign-on, is deployed across all workstations. Employees have easy access to Karmak information such as work orders, customer data and invoices without having to log into two different systems.
By employing enterprise content management, heavy duty businesses can have easier access to documentation from different locations, have improved efficiency, reduced or eliminated physical storage needs via the ability to digitize records, enhanced security and compliance, as well as improved customer service.