7 Ways Kofax Sales Operations is Working Like Tomorrow—with Kofax RPA

Can a Good OCR Engine Save the Day for the DOJ?
June 24, 2019 | By Nicolas Gruloos

Every organization seeks to work more efficiently—and Kofax is no exception. We’re dedicated to reducing the repetitive and information-intensive tasks that burden human talent and drain productivity in companies of every size and industry. With the emergence of robotic process automation (RPA), employees now shift from being data gatherers and compilers to data users, focusing on more cognitive and strategic business initiatives that better serve customers. And adopting Kofax RPA with integrated AI capabilities lays the foundation for enterprise-wide Intelligent Automation and the world’s most powerful "total" workforce comprising digital workers and human talent.

At Kofax, we don’t just talk digital transformation, we live it, transforming our business areas and operations right alongside our customers.  
Below are 7 ways we are working like tomorrow—today—with Kofax RPA. How many of these use cases resonate with the challenges facing your organization?

1. Export Compliance in Legal Department

Before Kofax RPA: The Kofax legal department was spending many hours per month manually monitoring sales transactions to find potential “needle in the haystack” transactions that could cause an inadvertent breach of U.S. Export Administration Regulations (EAR)—and criminal and administrative penalties. 
After Kofax RPA: Software robots screen all sales opportunities in advance of transactions against the U.S. export database every hour, and notify legal counsel of possible breaches. Development and deployment times were less than one work day, with no IT involvement. The result is savings of $100K of annual OPEX, as well as avoiding criminal and administrative penalties of potentially millions of dollars.

2. Sales Opportunity Pre-Check

Before Kofax RPA: Order delays can result from sales transaction hiccups such as lack of credit, overdue invoices, or the expiry of the base support contract. Unfortunately, verifying information in different systems ahead of time was handled manually, which only exacerbated the issue.
After Kofax RPA: Software robots proactively identify issues that could delay processing of orders. Sales Support Representatives (SSRs) are notified via Chatter when an issue is identified and provided the right information to handle the issue ahead of time. The result is faster sales deal processing—reducing by a factor of two non-bookable deals due to faulty preparation.

3. Sales Quote Template

Before Kofax RPA: Transitioning to a new quoting tool required SSRs to temporarily use Microsoft Excel to input quotes manually: keying in account details, legal selling entity, and all quote reference information already entered on the opportunity. This highly inefficient, manual process was time-consuming, and increased the rate of errors and delays in booking deals; delivering a simple quote could take up to 30 minutes. 
After Kofax RPA: As an opportunity is created and assigned to an SSR, Kofax RPA software robots extract opportunity details and send a pre-filled quote template; the SSR fills in the parts, quantities and prices. Sales reps now receive quotes in record times.

4. Collection of Business Owner Contacts

Before Kofax RPA: Internal company policy requires SSRs to collect from sales reps the name of the business owner for transactions over a certain amount. This task was performed manually via email, with weekly follow-ups. 
After Kofax RPA: Kofax RPA software robots automatically detect transactions that meet the criteria and send a Salesforce Chatter to the sales reps to provide the information. As a result, SSRs can focus their time on higher value-add activities. The process is consistent, reliable and highly scalable and doesn’t require IT to implement a costly custom change on the CRM.

5. Sales Opportunity Optimization

Before Kofax RPA: Having CRM opportunities in the correct sales stage and with a correct estimate close date allows SSRs to prioritize and proactively prepare quotes, agreements, credit checks and other configuration-related activities. However, to keep this information up-to-date, SSRs were manually extracting opportunities and sending emails to the sales reps they support, an inefficient and lengthy process. 
After Kofax RPA: Kofax RPA software robots extract opportunities based on the right conditions and notify sales reps on a global basis with the list of opportunities that do not meet realistic pipeline rules. This standardized process enables SSRs to allocate their time to preparing deal packages for opportunities most likely to close soon—and work the right opportunity at the right moment.

6. Personalized Thank You Emails

Before Kofax RPA: Kofax sales management likes to be informed when certain high-value deals are closed so they can congratulate the sales rep. However, the CRM does not come with an out-of-the-box notification report that is sent to specific people based on the value of a deal.
After Kofax RPA: Kofax RPA software robots automatically detect when a deal of a certain size is closed. Based on the value of the deal, the manager from the appropriate level of the organization is automatically notified and can reach out to the sales rep immediately.

7. Sales Advisories on Trainings

Before Kofax RPA: Each sales quote requires verification of training: different systems of record must be checked to ensure the customer hasn’t already purchased the training or passed the certification. This manual process was often taking 10 minutes or more per quote. Sales Operations required a temporary solution until IT integrated the logic into a new quoting tool.
After Kofax RPA: The flexibility of Kofax RPA helps cover gaps in IT projects that require more complex project management. Software robots were quickly deployed with minimal IT involvement to provide guidance on training and parts to be included on the quote. As a result, quotes are generated faster, and trainings are sold only when required.

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