Conversantech

Technology Stack

Industry

Academic evaluation

Features

Third Party Invoice Integration
Automated System
Google Cloud Function Integration
Sales & Revenue Dashboard
Reports
Dynamic PDF generation
Microsoft Word Template Management

The Client

Client is America’s #1 Next day foreign academic evaluation agency.

The Challenges

The team had to manually create order by taking data from the customer, they had to manually process orders from first stage to last stage. The process after creating order to complete order was manual assignment. Team has to manually assign to the respective team member and once the person completes own assignment, they will pass to another team member to complete next step. This manual process created long order completion days.
During the process, team need to use predefined word templates and edit the customer’s data in the word then create manual PDF and send to customer. This data included text, image, tables, digital signatures and more. In this process error correction was more because of the manual data entry in the word template and customer correction request was more, due to that the accuracy of the order were small.
When order was created by the team, invoice were manually created in the different system. Team at defined interval needed to check if the invoice was paid, if paid then team need to process order to the next stage. This process were manual and it was increasing the order completion time.
Team had to manually count the correction of the order done by the team member. The assign order to best suitable team member was not possible, they had to assign order equivale and best team member had to sit without work if they complete the work faster. There fore the resource utilization was the biggest issue.

The Solution

Conversantech created custom backend where the entire business process can be streamlined and the entire process from order creation to order deliver to the customer can be visualised and processed from the backend itself.
Created dynamic algorithm for the best resource utilisation so that orders are assigned to the team member based on their rank.
Conversantech created entire process from order creation to order delivery fully automated so that team member does not need to wait for the next job to do and the customer gets their desired outcome in less time than the manual process time.
Conversantech created entire process from order creation to order delivery fully automated so that team member does not need to wait for the next job to do and the customer gets their desired outcome in less time than the manual process time.
For order accuracy, created automation system in Microsoft Word template files. The data is being added by the system itself in the template file instead of manual typing. This reduced the error made by the team like missing data, inaccurate data entered, wrong data inserted, digital signature missing/wrong, invalid table inserted and so on.
The system creates the invoice automatically by using REST API of third party vendor (ServiceJoy) so that the team does not need to do duplication task.
The system automatically creates the PDF once the data is inserted in the Microsoft Word template file and sends PDF to the customer by using the Google Cloud Function (GCP).

Results

Customer’s revenue has increased by 356% in just 3 years.
The order deliver time decreased to 1 day from 3 days which helped in the revenue drastically.
Customer’s correction request decreased by 74% after implementation of automation process and best resource utilization based on order complexity.

Platform/Technology

GCP
Laravel
MySQL
Python

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