Sales
Published sheet
Quotes and price lists from mail and files
What goes in: request emails and PDFs, price list, sheetsWhat stays: the draft quote on the company's template, with the list of what is missingWho checks: whoever sells, on price, discount and sending
A request arrives by email, often with scattered PDFs. An updated quote or price list is needed, with the product sheets attached, and whoever sells wastes time copying from three folders.
At the end of the day there remains: A procedure that, from the email and the PDFs, assembles the draft quote or price list on the company's template and flags what is missing. Whoever sells rereads the draft.
How quotes are prepared
Where the person stops, files, limits
Where the person stopsprice and discountyes or no to the requestsending to the customer
Files neededrequest emails and PDFsinternal price listproduct sheetsquote template
Where it often happensfood processingcontract manufacturing in mechanicsconstruction and plant engineering
When it is not suitableIf the quote is a take-off from a drawing or a negotiation: that is the trade, not this service.
On the form: tick «Quotes, price lists and sheets to assemble from mail and PDFs, for whoever sells to reread.»
Documents
Requested from the form
The document pack that is asked for every time
What goes in: the customer's or the tender's request, the list of pieces, scattered foldersWhat stays: checklist for the pack and folders put in order, with what to download and what to ask for in the houseWho checks: whoever hands over the pack
A customer, an auditor, a contracting authority or a shipper asks for «the papers». Today the pack is rebuilt from scratch every time, fishing from certified email (PEC), folders and portals from which a PDF is downloaded.
At the end of the day there remains: A checklist for the pack, the folders put in order and a procedure that gathers the documents already in the house, flags those that are expired or missing and prepares the file to hand over.
Where the person stops, files, limits
Where the person stopsfinal check of the filerequesting the missing documentshandover or upload
Files neededPDFs already downloaded: DURC (social-security compliance certificate), company registry extracts, insurance policies, certificateslist of what is usually asked forcovering-letter template
Where it often happensconstruction and plant engineeringwine and exportmechanics for tenders and supplies
When it is not suitableThe technician's signature, documents that exist only inside closed portals, uploading to tender platforms or legally compliant archiving.
On the form: tick «The document pack that clients, tenders, auditors or shippers ask for every time.»
Purchasing
Requested from the form
Comparing three supplier quotes
What goes in: three disordered quotes, company criteriaWhat stays: comparison table ready for whoever negotiatesWho checks: whoever decides the supplier
Three PDFs or three emails in different formats, one of them incomplete. A table with price, times, yields and conditions is needed before whoever negotiates sits at the table.
At the end of the day there remains: A fixed comparison grid of the company and a procedure that maps every quote onto the grid, highlights the differences and the missing items and prepares the questions to put to the suppliers.
Where the person stops, files, limits
Where the person stopsnegotiation and choice of supplierorder in the company's softwaresearch for new suppliers
Files neededquotes received as PDF or emailcomparison grid or table already in usepurchase history, if it exists
Where it often happensfood and packaging purchasingmechanics and treatmentsconstruction subcontracting
When it is not suitableIf the choice depends on an open negotiation or if purchasing already goes through a platform with its own evaluation process.
On the form: tick «Compare three supplier quotes and have a table before whoever negotiates.»
Mail
Requested from the form
Ordinary mail and certified email (PEC) for the week
What goes in: the week's inbox, sorting rulesWhat stays: what to do, what to forward, what to archive — without sending on its ownWho checks: whoever handles the mail
Orders, requests for sheets, reminders, non-conformities and communications from authorities arrive in the inbox. A clear list is needed: what to do, what to forward to the professional firm, what to archive, which deadline.
At the end of the day there remains: Written sorting criteria on the company's type of mail, a forwarding template and a procedure that, from an export of the inbox, produces the weekly list with the deadlines.
Where the person stops, files, limits
Where the person stopsreply and sendingdecisions on deadlineseverything that concerns people, payroll or accidents
Files neededexport of the inbox as EML or PDFlist of senders and recurring topicstemplate for forwarding to the professional firm or the department
Where it often happensall sectorstender certified email (PEC)companies with a mandatory digital domicile
When it is not suitableIf it is necessary to enter the inbox without exporting, or if automatic sending of replies is asked for.
On the form: tick «Sort certified and ordinary mail for the week.»
Shipments and quality
Requested from the form
Sheets, certificates and packing lists to attach
What goes in: technical sheets and certificates as PDF, packing-list template, order already decidedWhat stays: the file ready for every order or shipment, with the order of attachments and the gaps flaggedWho checks: whoever checks the file before departure
The part, the batch or the plant is already decided. What is missing is the file that accompanies the shipment: technical sheet, certificate, packing list, approval, each in a different folder.
At the end of the day there remains: A procedure that says where the PDFs are, in what order they are attached and what to flag if a piece is missing, with the file ready for every order or shipment.
Where the person stops, files, limits
Where the person stopscheck of the file before departuretesting and measurementssigning of certificates
Files neededtechnical sheets and certificates as PDFpacking-list templateorder or confirmation already decided
Where it often happensmechanics with certified shipmentsfood with sheets and documentary HACCPwine with packing list and origin
When it is not suitableTesting, measurements, in-line HACCP and drawings stay out: here the file is prepared, nothing is certified.
On the form: tick «Attach sheets, certificates and packing lists to a shipment or an order already decided.»
Leadership
Requested from the form
A report from the Excel file already exported from the company's software
What goes in: Excel or CSV export from the company's software, report templateWhat stays: lists and summary regenerated on every new export, with the written rulesWho checks: whoever reads the report and decides
The owner or the salesperson asks how customers, jobs or sales are going. The data are already in the company's software, but they come out as Excel and the report is rebuilt by hand every month.
At the end of the day there remains: Written rules, for example from how many months a customer has been idle or how the mix is calculated, and a procedure that, from a new export, regenerates the lists and the summary for whoever must read it.
Where the person stops, files, limits
Where the person stopsreading and commercial decisionscontact with customerscorrection of data in the company's software
Files neededExcel or CSV export from the company's softwaretemplate of the report prepared todaylist of leadership's recurring questions
Where it often happenssales and commercialjobs in mechanicsactuals from delivery notes
When it is not suitableIf no export exists or if a forecast is asked for: here what exists is put in order, nothing is predicted.
On the form: tick «A report from an Excel export for the owner or the sales lead.»
Meetings
Requested from the form
Minutes and action list from meeting notes
What goes in: notes, photos or transcript of the meeting, minutes templateWhat stays: the draft minutes with decisions, actions, owner and dateWho checks: whoever approves the minutes and sends them
After a meeting or a site visit, notes, photos and sometimes a recording remain. The minutes with the decisions and the things to do arrive late, or they do not arrive.
At the end of the day there remains: A company minutes template and a procedure that, from the notes or the transcript, prepares the draft with decisions, actions, owner and date, to be approved before it is circulated.
Where the person stops, files, limits
Where the person stopsapproval of the minutesfinal assignment of the actionssending to the participants
Files needednotes, photos or transcript of the meetingminutes templatelist of participants
Where it often happenssites and inspectionsproduction meetingsinternal boards and committees
When it is not suitableRecordings without the consent of those present, or meetings in which people are discussed: that material is not copied into a folder.
On the form: tick «Turn the notes of a meeting or site visit into minutes and an action list.»
Quality and customers
Requested from the form
Reply to complaints and non-conformities
What goes in: customer's email and attachments, reply template, non-conformity registerWhat stays: the draft reply and the line for the register, with the points to checkWho checks: whoever decides on the complaint and sends the reply
A customer's email arrives with photos, a lot or order number and a request. The reply has to be written well and quickly, and the non-conformity register is updated by hand.
At the end of the day there remains: A procedure that gathers the references (order, lot, documents), prepares the draft reply on the company's template and the line for the register, with the points to check highlighted.
Where the person stops, files, limits
Where the person stopsdecision on the complaint: accept, reject, refundanalysis of the causesending of the reply
Files neededcustomer's email and attachmentsreply templatenon-conformity register in Excel
Where it often happensfood and winemechanics and componentscatalogue supplies
When it is not suitableIf the reply is asked to go out on its own, or if the complaint concerns safety, health or disputes: there a person decides, at once.
On the form: tick «Draft the reply to a complaint or non-conformity, with the register updated.»
Documents
Requested from the form
Expiry schedule of documents and certificates
What goes in: PDFs of documents with an expiry, list of what customers and auditors ask forWhat stays: the table of expiries and the reminder of what expires in the monthWho checks: whoever renews the documents
DURC (social-security compliance certificate), insurance policies, certifications, licences, instrument calibrations: each with its own expiry, in PDFs scattered among folders and emails. The expiry is noticed when someone asks for the document.
At the end of the day there remains: A table of expiries built from the PDFs, a procedure to update it when a new document arrives and a reminder of what expires in the month.
Where the person stops, files, limits
Where the person stopsrenewal of the documentsrequest to authorities or supplierscheck of ambiguous dates
Files neededPDFs of documents with an expirylist of what customers and auditors ask forany table already in use
Where it often happensconstruction and plant engineeringroad haulage and logisticscertified quality
When it is not suitableDocuments that live only in closed portals, or expiries that depend on regulatory calculations: the table records them, it does not interpret them.
On the form: tick «Keep the expiry schedule of compliance certificates, insurance policies, certifications and licences, starting from the PDFs.»
Export
Requested from the form
Sheets and price lists in another language for abroad
What goes in: sheets and price lists in Italian, template in language, glossaryWhat stays: the draft in language on the chosen template, with the list of what must be rereadWho checks: whoever knows the language and the customer, on legal texts, prices and conditions
The product sheet and the price list exist in Italian. The foreign customer wants them in their language, on the company template, and today they are translated in pieces with copy and paste.
At the end of the day there remains: A glossary of the company's terms, the procedure that produces the draft in language on the chosen template and the list of what must always be reread before sending.
Where the person stops, files, limits
Where the person stopsrereading by whoever knows the language and the customerlegal texts and labelsprices and conditions
Files neededsheets and price lists in Italiantemplate in language, even if imperfectglossary or translations already approved
Where it often happensagrifood and winemechanics with foreign customerscomponents and catalogues
When it is not suitableSworn translations, mandatory labelling and contractual texts: they stay with whoever is accountable for them.
On the form: tick «Prepare product sheets and price lists in another language on the company template, for someone to reread.»
Orders and shipments
Requested from the form
Consistency check among order, confirmation and delivery note (DDT)
What goes in: customer's order, order confirmation, delivery note (DDT) as PDFWhat stays: the list of differences, ordered by severity, before shipment or invoiceWho checks: whoever corrects in the company's software and decides what to ship
The customer's order, the order confirmation and the delivery note (DDT) should say the same thing. Codes, quantities and prices are checked by eye, and the differences are discovered at the invoice or at the complaint.
At the end of the day there remains: A procedure that compares the three documents as PDF and produces the list of differences, ordered by severity, before shipment or invoice.
Where the person stops, files, limits
Where the person stopscorrection in the company's softwaredecision on what to shipcontact with the customer
Files neededcustomer's order as PDF or emailorder confirmationdelivery note (DDT)
Where it often happensdistribution and catalogue suppliescontract manufacturing in mechanicsfood with frequent orders
When it is not suitableIf the documents cannot be exported as PDF, or if issuing the delivery note (DDT) is asked for: that stays in the company's software.
On the form: tick «Compare the customer order, the order confirmation and the delivery note and flag the differences before shipping.»
