PLO: Practical use case Super fast & Super clean

Summary

In this video, Julian interviews Matthew, the founder of Super Fast Super Clean, a cleaning service company based in France. Matthew shares the challenges his business faces, including managing customer interactions via email, tracking employee timesheets in Excel, and handling invoicing, sales, and stock management manually. He expresses the need for a system that streamlines these processes, improves task management, enhances sales reporting, and automates invoicing with tax adjustments for international clients. The conversation highlights the benefits of using a solution like Odoo to optimize operations, track performance, and manage inventory more effectively.

Takeaways

• 😀 Matthew is the founder of Super Fast Super Clean, a cleaning services company based in France with about 20 employees.
• 😀 The company faces challenges in managing employee timesheets, which are currently recorded in Excel, making it difficult to maintain.
• 😀 Matthew needs a system to help invoice customers for goods and services and to streamline operations.
• 😀 Customer interaction is currently managed via email, with labels and categories for tasks like scheduling meetings and sending quotations.
• 😀 Matthew wants a system where new customers can submit requests online and access documents related to their service agreements.
• 😀 Employees sometimes forget to fulfill tasks or attend meetings, which results in lost revenue. Matthew wants a system to provide clear performance metrics.
• 😀 Matthew wants basic sales reporting to track sales by region, salesperson, and individual sale for commission purposes.
• 😀 Invoicing is done on-site with time tracking and materials consumption, but international customers require tax exemptions.
• 😀 Matthew offers a 5% discount to large, recurring customers on both services and products.
• 😀 Collecting payments from clients is a challenge due to late payments, and Matthew wants automated reminders for both customers and salespeople.
• 😀 Stock management is simple, with Matthew checking the warehouse manually for stock levels, but he desires a system to alert him when stock is low and to remind him to reorder.

Q & A

What is the main challenge Matthew is facing with his current system?

Matthew's main challenge is managing employee timesheets in Excel, which is difficult to maintain. Additionally, he struggles with invoicing and tracking customer interactions manually via email.

How does Matthew currently manage customer interactions?

Matthew manages customer interactions through email, organizing emails into labels and categories such as 'to do', 'scheduled meetings', and 'send quotations'.

What solution is Matthew looking for to manage customer interactions?

Matthew is looking for a solution that allows customers to fill out a form on a website, submit requests, and access documents online. He also wants to emulate his current workflow but in a more streamlined manner.

What issue does Matthew have with his employees' performance?

Matthew’s employees sometimes fail to fulfill their tasks accurately or forget to complete certain activities, such as shipping items or attending meetings, which results in lost revenue.

What kind of performance metrics does Matthew want for his team?

Matthew wants to establish clear performance metrics, such as scheduling 10 meetings or calling 100 leads per week, to help track and improve employee productivity.

How does Matthew currently manage invoicing?

Matthew’s employees manually record their time and components consumed on-site in Excel, then invoice customers directly after the service. He also has to manually adjust invoices for international clients who are not taxed.

What type of discount does Matthew offer to his customers?

Matthew offers a 5% discount to large and repeat customers on both services and goods sold.

How does Matthew handle overdue payments from clients?

Matthew faces difficulties with clients who don't pay on time. He is looking for a system that will remind both his salespeople and clients about overdue payments and facilitate the collection process.

How does Matthew manage his stock currently?

Matthew currently manages his stock manually by visiting his warehouse, checking stock levels, and placing orders when necessary.

What solution does Matthew want for managing stock?

Matthew would like to have an automated system that tracks stock levels and notifies him when it's time to reorder supplies. Ideally, the system would help him manage stock more efficiently.