Unternehmen & Trends - Digitalausgabe 2/2021

20 Stoll Automotive had already had some ini- tial experience with digital invoice archiving. When new branches were added with the takeover of car dealerships in two new loca- tions, the decision was made to invest in a powerful DMS ( https://t1p.de/xdup ). Th e most important goal was to set up a central document pool ( https://t1p.de/79sa ) in order to provide employees with constant access to all necessary documents, regard- less of location. Another requirement was simple integration ( https://t1p.de/cu93 ) with their CROSS dealer management sys- tem. DocuWare Cloud prevailed over various competing products in the selection phase, primarily due to the simple option of setting up one‘s own workflows flexibly and quickly. Flexible setup of document-based processes Today, DocuWare is used to file almost all administrative documents in a uniform man- ner. The solution transfers outgoing invoices or delivery bills directly from CROSS via an interface. Signed sales orders are scanned after processing, automatically indexed ( https://t1p.de/3jl9 ) an d filed. At the same time, the preconfigured DocuWare work- flows ( https://t1p.de/qrlb ) en able reliable and fast verification of the invoices ( https:// t1p.de/f34v ) re ceived daily. Depending on the sender, the documents are automatical- ly assigned to a specific employee, across four branch offices. Further workflows were set up independently by Stoll Automotive for their online business, for example in the order entry for tune-ups. If a customer selects „prepayment“ as a payment option, Optimal processes in on-site and online business By Mechthilde Gruber, freelancer Less than ten years after its founding, Stoll Automotive has had remarkable success with the sale of new and repair of used motor vehicles. The VW and Audi dealership is based in southern Germany with four car dealerships, but also has an online business. Since mid-2019 digital and automated filing processes simplify the daily work of the employees across all locations. Images: © Stoll Automotive Group DocuWare GmbH https://t1p.de/xdup Share Simone Stoll, authorized signatory, Stoll Automotive Group, Waldshut-Tiengen, Germany, reduces administrative workload with DocuWare. The Stoll Automotive Group optimizes its workflows in online and face-to-face business with DocuWare Cloud. the accounting department receives a cor- responding control document in its task list. Once payment is received, the order is marked as „paid“ and forwarded to the APR Tuning department for shipment. Another workflow speeds up the sale of used cars provided by Volkswagen Leasing. The work- flow starts when the invoice from VW arrives and ends as soon as the vehicle is stored in the system, prepared for sale, and a picture taken for the online store. What authorized signatory Simone Stoll greatly appreciates: “In purchasing processes, there used to be problems when the customer‘s original or- der papers could no longer be found. Today, we can present defaulters with the corre- sponding purchase order digitally at the push of a button.“ Digital vehicle files mean greater efficiency Electronic vehicle files have also been new- ly introduced. If a customer decides to buy, the signed contract is digitally archived ( https://t1p.de/yzd0 ). Af ter review by the sales manager, the document is for- warded to the disposition department, where various subtasks are completed. The salesperson then receives a mes- sage that all documents are ready for the customer. Thanks to DocuWare, employees always know which tasks ( https://t1p.de/mkp8 ) ha ve already been completed or are still pending. And via the digital vehicle file, all documents are avail- able at any time. Making work easier for everyone Whether it‘s an order, invoice, contract or ve- hicle file: Today, all documents can be found quickly using the wide range of search func- tions. This is just as helpful in the case of complaints as it is when searching for spe- cial vehicles as part of tuning offers. At the same time, documents can be quickly for- warded to customers via email. DocuWare makes it possible for every employee to per- form most tasks independently today, i.e., without having to assign colleagues at other locations – a great workload reduction for the entire organization. There are plenty of expansion plans for the cloud-based solu- tion ( https://t1p.de/20xd ). Fo r example, an additional workflow in the online store should ensure faster feedback and even better customer service.