Wellspring Software develops PrintBoss, a solution that helps organizations print, email, and archive accounting documents, including checks produced from multiple bank accounts using blank check stock.
As order volume grew, Wellspring Software wanted to eliminate repetitive document-generation and sorting work from its fulfillment process. The company implemented Experlogix Document Automation with SugarCRM and later extended the solution to contract renewals.
- Save approximately 45 minutes to a full hour of processing time each day.
- Generate order documents directly from SugarCRM.
- Automatically merge multiple PDFs into one correctly ordered file.
- Send completed batches to a local printer from the document workflow.
- Generate personalized contract renewal documents from CRM data.
- Automatically attach renewal contracts to customer emails.
- Build dynamic templates using familiar Microsoft Word skills.
- Reduce repetitive clicks, document sorting, and manual handoffs.
Challenge
Wellspring Software's PrintBoss product allows customers to print checks for multiple bank accounts using a single blank check stock. In addition to the software, Wellspring Software sells the blank check stock itself.
On an average day in the source case study, the company received between 50 and 100 blank-check-stock orders through its web shop, email, and phone. Those orders were entered into SugarCRM.
Fulfilling them required employees to open each individual SugarCRM record, enter its Detail view, and generate the PDF version of the ordered checks one record at a time.
Employees had to open each order individually before generating its PDF.
The same generation steps had to be repeated across dozens of daily orders.
PDFs were saved to a Windows folder but could not automatically be sorted into the required print order.
Contract renewals relied on a reporting tool that was not fully integrated with SugarCRM and could not handle steps such as email delivery.
Staff navigated into the Detail view of every individual order in SugarCRM.
Order documents were produced one record at a time.
Generated PDFs were automatically saved into a Windows folder.
Employees still had to spend time arranging the outputs into the required order.
Solution
Wellspring Software implemented Experlogix Document Automation for SugarCRM so employees could execute the order-document process from the CRM environment instead of moving between individual records, folders, and separate tools.
Employees can start from the SugarCRM List view containing the day's orders.
Order documents are merged into one PDF in the same sequence shown in SugarCRM.
The finished document batch can be sent to the local printer from the automated process.
Documents can use information from SugarCRM records and related modules without recreating that information manually.
An employee starts with the day's order records in the SugarCRM List view.
Experlogix Document Automation generates the required order documents from the selected records.
The individual documents are automatically merged into a single PDF following the List-view sequence.
The complete batch is sent to the printer from the document workflow.
Wellspring Software then extended Document Automation into a second workflow: customer contract renewals.
An employee begins from the appropriate customer account in SugarCRM.
The renewal contract incorporates account information and fields from related CRM modules.
A personalized renewal contract is created from a dynamic Microsoft Word-based template.
The generated contract is attached to an email and delivered to the appropriate customer.
Current Experlogix Document Automation for SugarCRM continues to connect document generation and delivery with SugarCRM data and workflows.
Result
Wellspring Software streamlined both order fulfillment and contract renewals while keeping employees inside SugarCRM for their core document tasks.
The automated processes reduced repetitive work involved in generating, arranging, printing, personalizing, and delivering documents. The source reports that employees eliminated hundreds of mouse clicks and saved minutes every day.
Wellspring Software reports saving approximately 45 minutes to a full hour per day.
Repetitive record-by-record actions and document handling were reduced across daily workflows.
Documents are automatically merged according to the sequence of records shown in SugarCRM.
Employees can create, generate, print, and deliver business documents without leaving the CRM environment.
Contract documents incorporate customer and related-module information directly from SugarCRM.
Generated renewal contracts can be attached to email and sent to the appropriate customer as part of the workflow.
Wellspring Software used the Experlogix Document Automation Template Builder to design its renewal-contract template. The team was able to work from familiar Microsoft Word skills while incorporating dynamic data, loops, and complex conditions.
Learn more about dynamic document template design with Experlogix.
“Using Experlogix Document Automation in this process saves us about 45 minutes up to a full hour per day.”
The source also notes that Wellspring Software was considering extending the transformation further with e-signature. Because that was a future consideration rather than an implemented result, it should remain separate from the achieved outcomes above.
See how Wellspring Software connected document generation, batch printing, contract renewals, and customer delivery directly with SugarCRM.
