See how Everard Fire Ltd introduced a new digital system to improve efficiency, accuracy, and speed, which has provided a better service to their client base.
About the company
Everard Fire Ltd was established in 2010 by Martin Everard in Thurles, Co Tipperary. They provide full fire protection services and supplies including home kits for domestic use throughout the Republic of Ireland with a client base ranging from retail outlets, GAA stadia and clubs, schools, equine stables, and factories.
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The Challenge
The core issue Everard Fire faced was with their paper-based invoicing process. Previously, sales representatives would sell products, manually write up an invoice, and then provide copies to both the customer and the office for bookkeeping. While straightforward, this method was time consuming, had an increased likelihood of human error, and there was a significant time lag between writing an invoice and getting it to the office, which could lead to delays in bookkeeping and financial reporting.
Recognising these issues, the company were interested in exploring digital solutions, with a primary goal of introducing a mobile digital invoicing system that could replace the existing manual process. This digital solution aimed to streamline the invoicing process, reduce errors, and improve overall efficiency in our operations and customer service.
What did they do?
In addressing the manual invoicing issue, they explored various digital solutions. An important criterion was to maintain their existing workflow while digitising the process. They evaluated several systems, and ultimately ruled out those that didn’t align well with their workflow requirements.
With guidance from a digital mentor, they decided to create a bespoke digital system that mirrored their existing process. This new system allows for digital order taking, including the addition of products or services along with their prices. All pricing calculations are now automated, reducing the chance of human error. Customers can sign digitally, providing immediate proof of delivery and service completion and invoices are automatically generated and electronically sent to the office for bookkeeping, speeding up the entire process. A copy of each transaction is also automatically stored, simplifying record-keeping and accounting processes.
How did it help?
By digitising these processes, Everard Fire not only maintained their existing workflow but also enhanced it significantly. The new system provided efficiency, accuracy, and speed, leading to improved customer satisfaction, and streamlined internal operations.
The time to write an invoice has been reduced by 60% and the time for invoices to be returned to the office has changed from days to seconds. The digital systems have also reduced the communication between the admin and sales reps as fewer clarifications are needed when data is submitted digitally. A bonus has been a reduced environmental footprint, demonstrating the company’s commitment to reducing their carbon footprint by replacing paper-based systems with digital processes.
Conclusion and future outlook
“The successful implementation of this first digital project was very important for Everard Fire. It sets an example for future digital initiatives and demonstrated the tangible benefits of embracing digital solutions in a traditional business process.
The transition from paper-based to digital methods is a big step forward in our operational efficiency and help us provide a better service to our client base. In 2024, we intend to connect the new digital system to a cloud-based accounts package facilitating auto VAT calculations and improved accountancy workflows.”