Automotive dealerships have to deal with a lot of paper. There are dozens of different forms that dealerships handle every week, and many of them get lost, misfiled or sit in a stack waiting to be dealt with. This can decrease productivity, reduce efficiency and lead to poor customer service.
Professional Auto News contributor Wadih Pazo listed some of the common paper forms that dealers have to manage:
- Deal jackets to organize vehicle sale paperwork
- Credit applications and accompanying documentation
- Vendor contracts that have to be updated, copied and filed
- Invoices that need to be created, printed, mailed and processed
- Service documentation detailing repairs or performance problems
Forms processing can help dealerships manage these contracts, forms and other paperwork that used to sit on desks or in file cabinets. Automated data collection can even process forms and collect information from them so that it’s searchable in a database or so that it’s sent to a particular place to be stored electronically. This can streamline various processes and automate workflows.
“For instance, imaged versions of deal jackets can be forwarded automatically to the back office staff for billing, and imaged vendor invoices can be automatically sent to the proper person for approval before the accounting department processes payment,” explained Pazos.
Improving customer service
Switching to a forms processing method can also improve customer service. One of the biggest mistakes dealerships can make is failing to make the car-buying process as easy as possible for customers, explained GigaOM. The more efficient dealerships can be, the more time salespeople have to spend helping clients get exactly what they want and need.
Eliminating paper will also improve response time to customer inquiries. Instead of a staff member receiving a call, noting down a question or issue, spending time searching for the information in file cabinets and then calling the client back, staff can perform a fast and simple computer search and locate the information right away.
This could also be useful for dealership repair shops that need to retrieve original service agreements to receive credit for new parts that are covered by the manufacturer’s warranty, explained Pazos. But if the original service agreement can’t be found, then this can result in a delay of vehicle service. A customer is not going to be happy if they have to wait a long time for the repair to occur.
For more information about streamlining dealership paper methods, visit the Binary Officewebsite today.