The biggest challenges in managing the commercial back office and customer service is efficiently managing the time of each activity while maintaining a clear vision of short, medium, and long-term goals. Delays, technical errors, and lack of responsiveness in customer service can seriously affect your performance and customer satisfaction. However, there are proven, concrete solutions to organize and improve these processes, increasing efficiency.
Lack of standardization: Without defined and uniform processes, administrative tasks can become chaotic, leading to frequent errors in procurement and billing.
Absence of predictability: Poor management of orders and invoices creates fluctuations in cash flow, making financial planning difficult.
Payment delays and ineffective tracking: If invoices are not issued on time or payments are poorly tracked, this can directly impact the company’s cash flow.
Errors in purchasing: Mistakes in orders, non-negotiated prices, or poorly managed suppliers can generate additional costs.
Procurement: Evaluate the supply chain, delivery times, supplier management, and inventory control. Are there frequent delays? Are prices optimized?
Billing: Analyze the average time it takes to issue invoices and their follow-up. How long does it take to process an invoice? Are payments made on time? Are there frequent errors?
By analyzing these aspects, you will identify inefficiencies that increase your costs or slow down your operations.
Process standardization: Create standard procedures for each administrative task, from supply orders to invoice issuance. This helps reduce errors and optimize execution speed.
Automation: Use software to automate repetitive tasks, such as generating invoices and tracking orders. This will free up time for your teams and minimize the risk of errors.
Performance Indicators (KPIs): Define KPIs to monitor invoice processing times, procurement delivery times, and budget compliance. This allows you to measure the efficiency of your processes in real time.
Procurement planning: Forecast your stock needs with management tools to reduce emergency purchases, which are often more expensive, and negotiate better prices with suppliers.
Rigorous billing follow-up: Issuing invoices quickly and tracking payments ensures a more regular cash flow and allows for more accurate financial planning.
Cost optimization: By regularly analyzing your expenses, you will identify areas where savings can be made, such as negotiating better prices with suppliers or reducing costs resulting from management errors.
We recommend adopting the PDCA (Plan, Do, Check, Act) method to ensure continuous improvement:
Plan: Plan actions to structure your procurement and billing processes. For example, create a purchasing schedule and set strict deadlines for invoice issuance.
Do: Implement these actions with strict monitoring of administrative tasks and a centralized management tool.
Check: Monitor results using the defined KPIs and adjust processes based on observed performance.
Act: Adjust processes to correct inefficiencies and improve outcomes.
Reducing Procurement Costs
Analyze current suppliers: Identify recurring services or products and group purchases to obtain volume discounts.
Negotiate contracts: Renegotiate rates with your suppliers based on purchase volume or long-term commitments. Leverage competition to secure the best terms.
Use purchasing platforms: Online tools such as B2B marketplaces or specialized software (e.g., Coupa or Ariba) can compare offers from different suppliers in real time and guarantee the best price.
Implementing an ERP (Enterprise Resource Planning): An ERP system like SAP or Odoo centralizes all your purchasing data. It allows you to standardize orders and schedule automatic replenishments, thus reducing expensive emergency purchases.
Automate invoice issuance: Use accounting software like QuickBooks, Xero, or Sage to automatically generate invoices from validated orders. You can also set up automatic reminders for overdue payments.
Create standardized invoice templates: Create pre-filled templates with all the necessary tax and legal information to avoid errors and ensure full compliance. This also reduces processing time for each invoice.
Real-time payment tracking: Use a CRM or ERP with payment tracking modules. These systems immediately alert you when payments are overdue, allowing you to remind clients quickly.
Automated reminder plan: Set up automatic emails to remind clients of their payment deadlines, helping to reduce delays and improve cash flow.
Monitor savings achieved: Regularly measure purchasing costs against your goals to assess the effectiveness of negotiations and automation. Set cost-reduction targets within 3- to 6-month periods.
Track payment deadlines: Measure the average customer payment time and compliance with tax deadlines to identify bottlenecks and adjust processes if necessary.
Plan: Identify areas for improvement in your administrative processes.
Do: Implement corrective actions to optimize procurement, billing, and tax management processes.
Check: Track results using the previously defined KPIs.
Act: Continuously adapt and improve processes to achieve better results with each cycle.
Here are some services we can manage for you:
Order and delivery tracking: Real-time tracking helps avoid delays and improves customer satisfaction.
Sales process optimization: Through precise audits and short-term goals, we identify inefficiencies and reduce sales processing time.
Marketing campaign management: We define campaigns with clear, measurable, and achievable short- and medium-term goals, maximizing return on investment.
Commercial performance analysis: Continuous KPI measurement ensures that the defined goals are achieved within the set deadlines.
Customer loyalty strategies: We implement long-term actions to ensure customer satisfaction and loyalty while optimizing interactions.
Outsourcing administrative management, including procurement, billing, and taxation, allows you to gain efficiency and reduce costs. An outsourced company will provide:
A specialized team that will handle the day-to-day management of your processes, optimizing each aspect to ensure total fluidity.
Modern and automated tools that will guarantee error-free billing, savings on procurement, and impeccable tax management.
A considerable time gain, allowing you to focus on higher-value tasks.
A reduction in errors thanks to the standardized and automated management of tasks.
Greater financial predictability through rigorous invoice and payment tracking.
A dedicated team that can be tailored to your specific needs for a custom service.
With strict time control and short, medium, and long-term goal management, you can significantly improve your back office and deliver better quality service to your customers. Outsourcing this management allows you to delegate technical aspects while benefiting from rigorous performance monitoring.
Contact us today to find out how we can help you structure your back office and achieve your goals efficiently and measurably.
LeVolk’s Commercial Management service is a catalyst for business growth, offering strategic direction to navigate the complexities of the market. From optimizing sales channels to implementing targeted marketing strategies, our experts ensure your business maximizes revenue and stays ahead in a competitive landscape.
Experience the power of LeVolk’s Commercial Management expertise. We blend market intelligence with innovative solutions, tailoring strategies to align with your business goals. Whether it’s expanding market presence, enhancing customer engagement, or driving sales, our comprehensive approach empowers your business for sustained success.
Our Commercial Management team conducts strategic visits to enhance customer relationships and boost sales.
We proactively track leads and customers to ensure satisfaction and continuous business growth.
Utilizing online tools and techniques, we identify potential clients and expand your customer base.
We provide quick and accurate quotes to potential clients, fostering trust and enabling swift decision-making.
We keep a close eye on customer orders, ensuring they are processed efficiently and delivered on time.
Our team manages your email communication effectively, ensuring important messages are prioritized and promptly addressed.
Streamlined order processing and precise invoicing ensure seamless transactions.
We monitor contracts and documents, relaunching them when necessary to maintain compliance and efficiency.
Embark on a journey of discovery with Levolk, uncovering untapped potentials and market insights to fuel your business's growth and resilience.
Strategize for success with Levolk's dynamic planning, ensuring your business navigating challenges and capitalize on opportunities with precision and foresight.
Execute your vision seamlessly with Levolk's expert implementation strategies, turning plans into reality and propelling your business towards operational excellence.
Elevate performance through rigorous analysis and optimization, as Levolk fine-tunes strategies, ensuring your business operates at its peak efficiency in an ever-evolving market.
We are dedicated to ensuring your satisfaction at all times, providing reliable and exceptional service consistently.
At the helm of a 500+ strong team of management experts, we lead with expertise, innovation, and a commitment to excellence.
Elevate your strategy with dashboard access, providing optimization tools, precise measurements, and detailed reporting.
Gain a competitive edge through our comprehensive analysis, dissecting your business goals, industry nuances, and competitor strategies.
Expert care for your business demands and strategies - our specialized support ensures tailored solutions for sustained success.
Discover answers to the most popular questions about Levolk’s offerings and services. Streamline your experience with insightful solutions that address common queries and empower your business journey.
Our policy is not to charge by hours worked but to establish a fixed price for completing a task or consulting service, ensuring transparency and adherence to agreements.
Certainly, you will have access to an authorized contact person as per your contract, who will follow our internal procedures and utilize the necessary tools to provide you with a solution or quote (if not covered in your contract) within 48 hours.
You can inform the consultant responsible for your contract about the change, and we will reorganize the schedule accordingly.
At Levolk, we specialize in creating tailored strategies to meet your business needs. Our expert team is here to collaborate with you, ensuring innovative and effective solutions for your unique challenges. Let's start the conversation and drive success together.
Levolk Business Services LTD
UIC 206879781
VAT number: BG206879781
Levolk Consulting
CNPJ 28.156.858/0001-69
