Are Your Software Products Working Together?

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Are Your Software Products Working Together?

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Process Improvement

Are you quick to adopt technological innovation within your business?  There are a huge range of options in terms of the software that you can put to work in your business. Equally there has never been a ‘one size fits all’ solution. You’re likely to need a range of different products to accomplish different tasks.

Investing in the right software can make an enormous difference to the efficiency of your fleet. However, if your systems aren’t working together well they could cause you additional problems.

What are the Problems?

The main issue when there’s a lack of integration across your software platforms is in respect of information sharing.

You might have two or more products that need to share information, but if they don’t communicate with each other automatically you’ve got a problem. We’re fairly sure that you don’t want your fleet manager spending their time cutting and pasting information across from one platform to another, and yet that’s often what happens.

When you’ve got a separate system for invoicing that isn’t linked to deliveries, you could find yourself unable to invoice in a timely way. If paperwork goes missing that could end up being an invoice that never goes out.

Our Customer’s Experience

One of our clients recently carried out an operational review to assess the performance of their fleet management systems. They had already invested in some cutting edge software, Microsoft Dynamics and TomTom WEBFLEET. The difficulty was that the two platforms didn’t share information so their transport manager was spending all of his time transferring information from one place to another.

Whilst there was a significant cost associated with his time, that wasn’t the only problem. It was taking him away from keeping the overall fleet under review, one of his key job roles. The client wanted to make sure that he could get back to identifying efficiencies and improvements that could be applied across the fleet, rather than just doing admin.

They also found that they were losing approximately £1,000 per week in income where missing paperwork resulted in them being unable to invoice for completed work.

Our Solution

Vtec Solutions have developed a digital framework to enable clients to get a guaranteed return on investment.  It provides an integrated system that gives clients an API link between their different platforms so that information can be shared automatically.  The infographic below shows how this can be significantly streamlined:

fleet navigation improvement

As you can see, the old system was extremely admin heavy at various stages of the process. Our framework allows our clients to eliminate manual invoicing paperwork by offering a digital solution.

This also cuts out the need for a high level of administration when deliveries and routes are initially planned.

The Benefits of Integrated Software Solutions

Our integrated framework enables clients to invoice instantly. A digitised system eliminates “missing” invoices. Issuing invoices promptly also means that payment comes in more quickly, improving your cash position and reducing the number of debtor days.

The benefits aren’t just financial. Our framework enables clients to schedule jobs in a flexible way and improves communications with both drivers and customers. That has a knock on effect on customer service levels. Getting rid of the paper also improves data security as it allows for secure storage of client information.

What software do you use and could better integration save you money? Get in touch with us to find out how our systems could help your business.

Paul Cochrane
Paul Cochrane
Paul is the Managing Director of Vtec Solutions. He has expertise in vehicle tracking and fleet management, spanning over a decade and prides himself in understanding business fleet challenges and ensuring fleets are running at their optimum.