Wellspring Software Transforms Document-heavy Processes from SugarCRM

Project Profile

XperiDo for Sugar is a document generation solution fully integrated with SugarCRM. This complete and powerful add-in automates the creation, delivery and storage of data-driven and engaging business documents from the SugarCRM platform.

About Wellspring Software

At Wellspring Software, the desire to respond to our customers’ needs has always directed the development of our product, PrintBoss. Since the first sale of PrintBoss in March 1990, we have improved the printing, emailing and archiving capabilities of organizations, for a variety of accounting documents, while complying with the most stringent security requirements.

The Challenges

Wellspring Software’s PrintBoss is a product that enables customers to print checks from multiple bank accounts onto a single blank check stock. It integrates with all major accounting systems to easily print checks from different bank accounts without needing pre-printed check stocks for every individual account.

The company sells both the software and the blank check stock. On an average day, Wellspring Software receives between 50 and 100 orders for blank check stock. Orders come in through a web shop, by email or phone, and are entered in SugarCRM, the organization’s dedicated CRM platform.

To fulfill daily orders, the Wellspring Software team had to go into every record’s “Detail” view and generate the PDF versions of the ordered checks from there. They could then print them all at once from a Windows folder where they were automatically saved, but couldn’t sort them in the right order. This manual process wasn’t as efficient as Wellspring Software wanted it to be, with the team having to repeat the same tasks over and over again, and spend precious time sorting the print outputs. To save time and money, they decided to transform their order fulfilment process with XperiDo for Sugar. 

The Solution

A New and Efficient Process

The XperiDo solution seamlessly integrates with Sugar, allowing the Wellspring Software team to efficiently execute every step of the order fulfillment process from the CRM environment. Right from the “List” view of the day’s orders, an employee can quickly generate the order document for each record; all documents are automatically merged into one big PDF file in the exact same order as they appear in the SugarCRM “List” view. The final document is then sent to the printer, with a single click from XperiDo for Sugar.

Using XperiDo in this process saves us about 45 minutes up to a full hour per day.

Graham Neale
Marketing Director at
Wellspring Software

Extending Benefits to Contract Renewals

Wellspring Software extended the use of XperiDo’s solution to their contract renewal process. Under the old process, team members created the required contract renewal documents with a reporting tool that wasn’t fully integrated with SugarCRM. As a result, document generation capabilities were limited – functions such as emailing a document were not handled.

Starting from the Accounts module in Sugar, a Wellspring Software employee uses XperiDo to easily create a highly personalized renewal contract that incorporates account fields and fields from related modules. The renewal contract template was previously designed with XperiDo’s Microsoft Word-based Template Builder, a tool that facilitates the creation of dynamic, data-driven and appealing document templates.

The generated contract document is automatically attached to an email and delivered to the appropriate customer. The entire process is optimized and automated – all it takes is just a few clicks within SugarCRM.

The Benefits

The new order fulfillment and contract renewal processes increased efficiencies for Wellspring Software. Seamlessly integrated with SugarCRM, XperiDo enabled the organization to create, generate, print and deliver their business-critical documents without ever leaving the CRM platform. Additional automated functionalities merging multiple PDF documents, incorporating data from Sugar modules, sending documents to a local printer or by email streamlined and accelerated the processes, saving Wellspring Software’s employees hundreds of mouse clicks (and minutes) per day.

The team also found the XperiDo solution very easy to use. When using the XperiDo Template Builder, they were able to leverage their existing Microsoft Word skills to design a professional contract template, and easily add loops and complex conditions supported by clear and straightforward documentation.

Wellspring Software is now considering taking the transformation one step further with XperiDo’s integration with DocuSign to automate the e-signing process.

It's been absolutely great working with XperiDo for Sugar and we'll definitely broaden our use of the product as we continue to transform the way we interact with our customers.

Graham Neale
Marketing Director at
Wellspring Software

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COVID-19 update

The spread of COVID-19 continues to evolve and in this context, we wish to inform you that Xpertdoc is closely monitoring the situation and would like to inform you of the measures taken by our team to support its employees, customers and partners.

We do not foresee any impact on the delivery of our services and want to assure our customers that we are executing our continuity plans in order to ensure that our customers continue to receive our services without jeopardizing the safety and security of our personnel.

In accordance with the recommendations of government authorities, here are some of the measures being taken by Xpertdoc:

Remote work for all employees
Arrangements have already been made and we have requested that all our employees work from home. Our continuity plan includes a full deployment of remote work arrangements to ensure uninterrupted service to our clients and partners.

Hosting and cloud services
We have been assured by our suppliers that there are no known impacts to these services, and we are confident that we are able to effectively manage the delivery of our cloud services to all our customers.

Travel
We have cancelled all business travel until further notice for all our employees. If employees have or will travel for personnel reasons, they will be asked to respect the quarantine delay before participating in any business activities.

Events and gatherings
All our events have been postponed or cancelled. Our employees are no longer allowed to participate in any events, seminars or gatherings.

We are committed to providing the best possible service to our customers and partners, to ensure that you can continue digital communications with your own audience. In these critical moments if we can help please do not hesitate to contact us.

Regards,

The Xpertdoc Team

Mise à jour sur la COVID-19

La propagation de la COVID-19 continue d’évoluer et, dans ce contexte, nous souhaitons vous informer que Xpertdoc suit de près la situation et que notre équipe a pris des mesures pour soutenir ses employé(e)s, clients et partenaires.

Nous ne prévoyons aucun impact sur la prestation de nos services et voulons assurer nos clients que nous mettons en œuvre notre plan de continuité des affaires, afin de garantir que vous continuiez à recevoir nos services, sans compromettre la santé et la sécurité de notre personnel.

Conformément aux recommandations des autorités gouvernementales du Québec, voici quelques-unes des mesures prises par Xpertdoc :

Travail à distance pour tou(te)s les employé(e)s
Nous avons demandé à tou(te)s nos employé(e)s de travailler à domicile. Notre plan de continuité des affaires comprend des arrangements de travail à distance pour assurer un service ininterrompu à nos clients et partenaires.

Hébergement et services infonuagiques
Nos fournisseurs nous ont assuré qu’il n’y avait pas d’impacts connus sur les services d’hébergement et infonuagiques. Ainsi, nous sommes convaincus d’être en mesure de gérer efficacement la livraison de nos services infonuagiques à tous nos clients.

Voyages
Nous avons annulé tous nos voyages professionnels jusqu’à nouvel ordre, pour tou(te)s les employé(e)s. Si des employé(e)s ont voyagé ou doivent voyager pour des raisons personnelles, il(elle)s seront placé(e)s en quarantaine pour une durée de 14 jours, avant leur retour au travail.

Événements et rassemblements
Tous nos événements ont été reportés ou annulés. Nos employé(e)s ne sont plus autorisé(e)s à participer à des événements, séminaires ou rassemblements.

Nous nous engageons à fournir le meilleur service possible à nos clients et partenaires, afin de garantir que vous puissiez continuer vos opérations sans interruption. Dans ces moments critiques, nous sommes là pour vous aider. N’hésitez pas à communiquer avec nous si nécessaire.

Merci,

L’équipe Xpertdoc