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Monday, May 6, 2019

How to centralize the management of your business documents


When seeking to achieve success, all factors must be taken into account: people, departments and documents (invoices, commercial documents, delivery notes ...) that intervene to achieve the proper functioning of the company. Among these elements, the commercial director, who is responsible for ensuring the progress and evolution of the sales departments and their alignment with the marketing strategy.

The sales director is a fundamental piece in any company and therefore needs to arm himself with all the tools and instruments that allow him to organize, plan and access all commercial documents easily and quickly, to achieve the goals and sales goals established.

Commercial documentation: what it is and what it is for

The commercial documents refer to all the information and documentation that is related to the market and the commerce of a company, from the operations carried out to the partners with whom those operations are specified. These grant the possibility of having full operational control, thanks to which they allow the monitoring of the results and the analysis of them.

This commercial documentation offers a clear and quick vision of all the operations carried out, the movements, the information and the parties involved, in order to facilitate the own performance of the sales force, besides serving as a great help to the areas of the accounting, finance and marketing, facilitating all these departments the decision-making process.

What are the commercial documents?

There are many commercial documents that a company uses every month, so they can be divided into two large groups: those who issue the documentation and those who register it. Among the existing variety, it can be considered that the main commercial documents are:
  • Commercial marketing documentation: information on campaigns, promotions and product, multimedia training material.
  • Commercial Sales Documentation: includes all the information related to budgets, orders in their different variants (orders of introduction to open market with special conditions, campaign orders, replacement orders, orders at fairs, liquidation orders, offers, and sales, etc.)
  • Useful documentation for finances: if the financial department can know the sales estimate based on the pending budgets, they can make strategic or investment decisions.

In addition to these documents, mention should also be made of debit notes, sales notes, tickets, receipts and account summaries, to name just a few.

Why should I organize business documents?

Having the correct order and updated all business documents allows the work of a commercial to be seen by the rest of the team involved, especially the area managers and the commercial director. This supposes a saving of the time, streamlining of the procedures and, of course, the fulfillment of the established commercial objectives.

Reasons why you should organize your sales documentation:

  • On the one hand, maintaining the main commercial documents organized streamlines the work of finding, accessing and sharing the necessary information, not only with the commercial director but also with the members of other departments that need it. This means, a saving of time in terms of the search process and decision making, resulting, therefore, in a saving of money, since making decisions with the necessary speed can facilitate precise changes of direction, either in the marketing or sales department.
  • On the other hand, the correct organization of commercial documents, from invoices and receipts issued to signed contracts, makes them much more accessible and always available to those who need them (sales agents, accounting ...), preventing situations of risk, such as the loss of key documents.
  • The possibility of implementing a system of review and approval of orders: an order with special characteristics is not processed if a superior responsible does not approve it previously. Having centralized information allows these orders to be delivered from the seller to the supervisor, and vice versa.

The fact of keeping all the information centered, controlled and organized allows the marketing and sales departments a much more fluid and calm communication. One advantage of centralization is the possibility of establishing synergies between both teams and working together in favor of the final objective: the increase in sales and the rise of the company.

Given the importance of knowing what are the commercial documents and the benefits of your organization, several tools have emerged in the market today to help in this process, making the work easier for the commercial director and the departments in charge of them.

How to organize the commercial and marketing documentation?

Currently, there are a variety of tools that incorporate some key features for the proper management and order of commercial information, such as the ability to store huge amounts of content and speed up the search process. Its objective is to organize the commercial and marketing documentation in the most appropriate way. Among them, one of the most useful both for this purpose and to improve the commercial activity itself is inaCátalog.
inaCátalog is a commercial tool that allows you to organize all the most relevant information for sales in particular and the business in general: from a complete catalog of products with detailed files and multimedia attachments to the management and administration of sales and customers. All this from the comfort offered by working from different platforms, both on and offline.

This software offers benefits to all the departments of the company since it concentrates all the relevant information, is the sales, marketing, and management departments the most favored. In addition, its central server allows internally to exchange the most relevant information and, thus, facilitate communication between all teams:

For the sales force, the correct use of this software means the possibility of controlling, planning and analyzing their progress. In addition, it has a relevant role in other aspects, such as in the establishment of objectives and the analysis of the sales force, the portfolio and management of clients and the monitoring of collections and unpaid ..., and also allows planning visits and offers!
This organization of all commercial documents strengthens and increases the effectiveness of sellers, helping them to maintain continuous monitoring of their work and sell more and better. And that's not all! With inaCátalog, you can standardize the control system, in order to increase the productivity of commercials and generate reports in real time, more complete and useful.

  • For the area of ​​marketing, it is also a great advantage, enabling them to study aspects such as the duration of visits, the relationship between products taught and sold, the places from where orders are taken and the sections where the greatest interest is concentrated. , among other data. In this way, it facilitates the measurement of ROI marketing and the impact of the strategies, the establishment of the parameters and the configuration of the same.