From start to finish, Renovia relies on contracts, proposals, real-time updates to clients and documented processes for every project. Meeting the needs of their customers has led Renovia to embrace a philosophy that includes putting people first, minimizing disruption and maintaining a safe environment for customers.
Renovia searched for a solution that could help them create, deploy and get acceptance on standardized documents. In an industry where papers are handed to customers and signed on the spot, Renovia felt it was time to align its front- and back-end systems with a digital document solution.
While Renovia’s teams used Salesforce as the main platform for their customers, the company used this customer information to create documents in Word. “That’s where inefficiencies came into play,” said Jason Lakes, Renovia’s vice president of sales and marketing. “Both the amount of time it took to make a change, and then when production managers put a work order in on the back end.” The company needed a solution that could leverage data in Salesforce to quickly auto-generate proposals, which in turn would create a work order document that got sent to the contractor executing the work.
“The sales team was spending a lot of time building proposals,” said Jason. “Our production team was having trouble merging data from Salesforce into their work orders. The right information needed to be delivered on both sides.”
That’s where Octiv came in. With Octiv, Renovia achieved consistency via its integration with not only Salesforce but with Box.com, the online repository Renovia uses for content like photos. “We physically inspect and take photos to document each site, so we didn’t want to lose this process,” said Jason. “It wasn’t easy; we had to try a lot of different things, but what I love about Octiv is that the team was flexible. We were able to work through the process, and the team was very patient with us.”
An added bonus for the Renovia team was Octiv’s engagement tracking features on documents. “At the time, we weren’t really looking for tracking,” Jason said, “But being able to see when a customer opens and receives a document and where they’re spending the most time – that was a benefit to the system that Octiv was able to offer us.”
“Octiv has saved us a ton of time,” Jason said. “But more than time, it has created accuracy, which is more important to us.”
Before Octiv, creating proposals took 20 minutes or more. With Octiv, Renovia reduced proposal creation time by 50%.
Each proposal is dynamically generated through Salesforce, eliminating the errors introduced with Word documents.
And the company uses Octiv for more than just proposals: the Salesforce-Octiv integration allows Renovia to automatically generate work orders and invoices as well. “Our sales team plays multiple roles,” said Jason. “So Octiv allows us to focus on customer-facing interactions as opposed to administrative work: more prospecting, follow-ups and customer touches.” The result is a set of digital document workflows that streamline multiple parts of Renovia’s processes.
By leveraging Octiv as a tool for its success, Renovia generated 428 documents in 60 days, connected its sales and production teams with the power of consistent data and Salesforce, and gained back the most valuable resource they had lost: time.