A Seamless Workflow from Quote to Shipment: Arne Aksel’s Automation Breakthrough

Project Overview

They required assistance in analyzing their existing tech stack, business processes, and identifying areas suitable for automation. The complexity of their operations demanded a custom webshop and an offer generator to meet their specific requirements. Integrating Pipedrive, Katana, and e-conomic was crucial for digitising their value chain. Arne Aksel sought Cloudify's expertise to overcome these hurdles, optimise their workflows, and achieve a seamless and efficient business operation.

The Challenge

What did Arne Aksel needed help with?

Arne Aksel needed help with saving time and resources that were being used in manually carrying out the business processes like creating invoices for the customers and sending them, creating orders, accepting payments, and shipping the orders to respective customers. They were also looking forward to developing their webpage as per the specific designs and requirements of their business.

The Solution

How did we approach it?

What Arne Aksel wanted was the first thing we did - set up a meeting to analyse their current tech stack, business and business processes they wanted to automate.

To help Arne Aksel overcome their challenge, we implemented a range of advanced automation solutions that included a custom-made webshop and a custom-made "offer generator". We integrated these solutions with Pipedrive, Katana, and e-conomic, enabling the entire value chain to be digitised.

The Pipedrive to e-conomic workflow included creating credit notes, invoices, quotes, and converting quotes to invoices. All of these flows were triggered by the Pipedrive update webhook.

When the 'Create Invoice' field was updated to 'Yes' in Pipedrive, it triggered our endpoint, and based on the received data, we understood that the 'Create Invoice' flow needed to be activated. The data was then processed and mapped accordingly, and a 'post' request on e-conomic's endpoint was made. Once the draft invoice was created in e-conomic, we updated the 'Draft Invoice Number' field in Pipedrive.

Similarly, for creating a draft credit note or draft quote, Pipedrive updated webhook triggered the flow, and once the draft invoice was created in e-conomic, we updated the relevant field in Pipedrive.

To create a booked invoice in e-conomic, Pipedrive deal must be marked as WON. The workflow remained the same, with the exception that once the draft invoice was created in e-conomic, we created a booked invoice in e-conomic and updated the 'Booked Invoice Number' field in Pipedrive.

To create a quote in e-conomic, the 'Create Draft Quote' field must be updated to 'Yes' in Pipedrive. Similarly, to convert a quote to an invoice, the 'Convert Quote to Invoice' toggle must be marked as 'Yes' in Pipedrive.

In Katana, the 'Katana Order Link' field got populated with the sales order link from Katana once the deal was marked as WON. To create a new sales order in Katana, we triggered the workflow from Pipedrive and found or created the customer and products/variants in Katana. Then, we created a new sales order in Katana and updated the 'Katana Order' field in Pipedrive.

Here are the workflows:

- Fetch, update, create deal: Pipedrive deal creation from all information from the internal system.

- **Invoice creation in e-conomic:** Automatic invoice creation in e-conomic whenever there is a deal created in the Pipedrive CRM.

- **Quote creation in e-conomic:** When a customer is added in Pipedrive, create a quote in e-conomic and update the quote number in Pipedrive. This quote can be converted to an invoice from Pipedrive.

- **Sync customers in Pipedrive:** When a deal is won in Pipedrive, the customer details are updated in the app.

- **Order creation in Katana:** When a deal is won in the Pipedrive, an order is created for the customer in Katana and also shipped through the webshop.

**Automations delivered - SaaS apps that helped Arne Aksel grow:**

- **Pipedrive -** We used Pipedrive for custom automation as per their business requirements.

- **Katana -** The inventory management app was used to create sales orders.

- **e-conomic -** The accounting app was integrated to generate invoices and automate invoicing.


## The Results

Through our collaboration, Arne Aksel achieved a successful digital transformation. We implemented custom webshop and offer generator solutions integrated with Pipedrive, Katana, and e-conomic. Automation streamlined invoicing, quoting, and order creation processes. Pipedrive and e-conomic integration synchronised data, enhancing visibility. Katana integration facilitated seamless sales order management and webshop shipments. Overall, the implemented workflows optimised operations, improved customer interactions, and increased efficiency. Arne Aksel now benefits from streamlined processes, accurate invoicing, smoother sales interactions, and efficient order fulfillment. The digital transformation has successfully transformed their business.