Challenge
Lack of overview, increased effort, high error rate, cumbersome workflow and fragmented processes due to the use of different tools
Solution
proCONTRACTS
proCONTRACTS | Energy
Result
138 / 5.000 Time efficiency, error reduction, increased capacity, user acceptance, cost savings and improved employee training.
CASE
TK Energy GmbH is a leader in the field of photovoltaics, specializing in the development, planning and operation of solar power systems. TK Energy, based in Königswinter, Germany, focuses on the installation and operation of solar systems on commercially used roof surfaces to generate solar green electricity.
In the age of digitalization, companies find themselves faced with the challenge of optimizing their processes while also remaining flexible and competitive. This case study shows how TK Energy GmbH was able to achieve significant efficiency gains and optimize processes by implementing the contract management solution proCONTRACTS for Microsoft Dynamics 365 in combination with the CRM system. Collaboration with the provider CRMFIRST resulted in a centralized and automated solution that simplified workflows and significantly reduced the error rate.
The company was faced with numerous inefficient and fragmented processes. Various tools were used for different steps in the process, which made it difficult to understand, especially for new employees. This led to system crashes and the need for additional manual work, a high error rate and a cumbersome workflow. In addition, there was a lack of a comprehensive view of customer data, which made it difficult to manage and track contracts.
The company recognized the need for a centralized system to simplify processes and increase efficiency. In order to meet the growing requirements and increasing demand in the renewable energy sector, it was particularly important to reduce the error rate and improve workflows.
»As a result of implementing proCONTRACTS for Microsoft Dynamics 365, we were able to replace the isolated solutions we had previously used, and digitize and automate our processes. This has enabled us to achieve a significant increase in efficiency in project management and to optimize customer care.«
Kai Lauterjung
CEO, TK ENERGY
After a thorough analysis and evaluation of several providers, the company chose to work with CRMFIRST. CRMFIRST demonstrated its outstanding technical and professional expertise in Microsoft Dynamics 365 as well as its specially developed contract management solution proCONTRACTS for Microsoft Dynamics 365. This solution was not only characterized by a high degree of coverage with regard to the requirements of TK Energy, but also by its adaptability, flexibility and scalability. CRMFIRST was very agile and fast during the implementation process, especially compared to previous system launches.
proCONTRACTS and the CRM system were implemented in a step-by-step, targeted manner. Initially, key processes were identified and prioritized to ensure a smooth transition. The integration of the previous Excel spreadsheets and the automation of the associated tasks were central steps in the implementation process.
»proCONTRACTS offers us the opportunity to have the necessary project and contract information at the ready for both our office and on-site project teams, and to process it independently of the location. As a result, we have increased our productivity by approximately 20% and realized a significant return on investment (ROI).«
Kai Lauterjung
CEO, TK ENERGY
These results clearly show that the implementation of proCONTRACTS and Microsoft Dynamics 365 has not only led to an immediate improvement in efficiency, but also has a positive long-term impact on the company, further growth, and business expansion.
A key objective of the implementation was to optimize field service management. With proCONTRACTS, a powerful contract lifecycle management (CLM) system, a customized canvas app was introduced that enables field staff to capture data and information directly while on the go. The main advantage is that the employees do not work directly in the contract, but on the entity project. In doing so, proCONTRACTS continues to form the foundation, while the networked processes and entities ensure that the contractually defined degree of fulfilment is automatically determined and checked in the background. This makes it possible to precisely track project progress, identify open tasks and monitor contract completion in real time..
One of the unique features of proCONTRACTS is the seamless integration of contract and project management. TK Energy uses the system to create reliable offers that later serve as the basis for billing for the contractually agreed services. Over 90% of the activities take place on the "project" entity, which makes it clear that proCONTRACTS is not a classic contract management in the conventional sense, but an intelligent platform that seamlessly integrates contracts into the entire business process.
The ongoing digitization and integration of new processes into the system will help the company to remain competitive and meet the increasing industry demands.
This case study is an impressive example of how a small renewable energy company was able to significantly improve efficiency and streamline processes by implementing a centralized contract management solution in combination with a CRM system. The collaboration with CRMFIRST proved to be extremely successful, which was made possible by the provider's ability to adapt quickly and its high degree of flexibility. The fully automated contract process covers every step, from the preparation of the offer to the signing of the contract and the final billing of the project. Within just 40 days, a comprehensive end-to-end solution was implemented, including project management, customer master data, contract management, and a mobile canvas app.
The results achieved, such as reducing the error rate, increasing capacity and improving time efficiency, underline the importance of well-thoughtout and targeted digitization. For the company, this not only means an immediate improvement in workflows, but also a long-term strengthening of its competitiveness and a sustainable assurance of growth. Due to the ongoing digitization and integration of further processes into the system, the company is well equipped to meet the challenges in the future and to continue to operate successfully in the renewable energy sector.
»In an initial phase, proCONTRACTS allowed us to digitize our existing business processes and successfully optimize our project processes. These are essential foundations for our continued growth. In the future, we will also be looking into further functionalities, such as the use of AI with proCONTRACTS AI, and we already see further potential for optimizing our business processes.«
Kai Lauterjung
CEO, TK ENERGY
