Explore how a German-based industrial company achieved automated disposal by integrating an online form, database, and invoicing system. This case study showcases our commitment to sustainability and innovation.
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This case study delves into operations of a German-based industrial company specialized in the disposal of used oil, emulsions, and special substances. With strict environmental regulations governing their practices, their primary goals are sustainability and environmental preservation, incorporating innovative technology to meet these standards. It is important to remember that hazardous materials like oil cannot be carelessly discarded, and therefore, professional disposal is required.
Seeking a solution to manage customer disposal requests more efficiently, our client reached out to us. Our development team came up with a creative solution: integration an automated form and database also connected with an invoicing system. This form allowed clients to provide their personal data, specify disposal requirements (type of substance, quantity, preferred date and time of disposal), and even upload relevant files, ultimately simplifying the request process and improving efficiency.
We used a set of versatile tools to enhance this process. Firstly, WordPress facilitated the creation of a user-friendly online form. Secondly, Airtable served as our strong database. Then, Lexoffice ensured effortless invoicing and credit note management. Lastly, all these tools were brought together by Make to create a unified and effective solution.
Customers start the process by filling out the online form available on our client's website. Important details that are gathered by the form include the type and amount of substance that must be disposed of, the ideal time and day for disposal, and the option to attach relevant documents. Once completed, the customer submits the form.
The information provided in the form is sent to our client per email. Furthermore, via webhooks, this information is automatically added to a database that is kept in Airtable. This database guarantees effective management and arrangement of the data, serving as the central storehouse for all customer requests.
Upon successful addition to the database, an automated email is generated, which will be sent to the client to acknowledge the receipt of their request. However, before the email is dispatched, our client also reviews the request to make sure that no information is missing. The system then calculates a disposal offer by referencing the company's price list.
This offer, including any revisions made by our client, is included in the email, providing the client with a transparent and instant estimate. This meticulous review process ensures that the offer aligns with the company's capabilities and commitments, contributing to a smoother transaction experience for the client.
The system also forwards the same email to a business partner responsible for assisting in the disposal of substances. Therefore, the partner also holds authority to either decline or accept the offer. If the partner declines, the system sends out another automatic email to the client and company. This email conveys the decision and, if applicable, the reason for the rejection.
Unsuitable dates and times, unfeasible quantities, or transportation constraints are common grounds for rejection. In the situation of unsuitable dates and times, the partner may suggest different dates and times, facilitating negotiation between all parties.
The system automatically creates and sends an invoice to the client upon acceptance of the offer by all parties. Credit notes may also be provided in certain cases, as the company can pay a client for the disposal of chemicals.
Throughout the project, a significant challenged emerged in the automated price calculation process within the online form, specifically due to the complex formula that depended on how the form was filled. The objective was to seamlessly generate disposal offers based on a dynamic price list, ensuring transparency and convenience for clients. However, the intricacy arose from the system's inability to simultaneously calculate prices for two different substances.
Despite the formula's complexity, the automation effectively calculated prices with precision, provided the necessary data was input correctly. While the client has yet to fully utilize this capability, it signifies a robust and streamlined system. We believe that the project's outcome exemplifies the efficiency and capability of the automated solution.
In conclusion, the case study showcases a remarkable transformation in the disposal process of hazardous materials, achieved through the seamless integration of an online form and database. The German-based industrial company's unwavering commitment to sustainability and environmental preservation laid the foundation for this innovative solution.
By creating an efficient system where customers could effortlessly submit disposal requests and receive transparent pricing offers, the project addresses the pressing need for streamlined and eco-friendly disposal. Although the challenge of accommodating dual substance calculations posed a hurdle, the automated solution successfully computed prices with precision. The integration of WordPress, Airtable, Lexoffice, and Make has revolutionized the hazardous material disposal process, offering a promising template for businesses seeking sustainable and efficient solutions.
Ready to streamline your processes? Discover how we can help you automate your processes for a more efficient and eco-friendly approach. Contact us today!
