Excel vs. Vertec: Two companies in a direct comparison

Business organization with Excel or Vertec – what are the differences? Let’s take a look at three specific business processes, which from my customer experience are often among the core processes. These are quotation tracking, performance recording and invoicing.

Company A and B are two management consultancies with 20 employees and 50 customers each. Company A is the “Excel Consulting Group” and does not have a CRM or ERP solution in use. The employees maintain and process all internal processes in Excel and Word. Company B is the “Vertec Consulting” and has the most important business processes with the Consultant Software digitized by Vertec. Let’s take a look at what this means for the machining of our three processes.

Use quote tracking and follow-up

a centralized Excel list is the heart of the Excel Consulting Group quotation tracking. It keeps employees all sent out offers with the most important details such as quotation number, budget, total amount, creation date or status recorded by each employee. Resubmission follow-ups recorded in the spreadsheet and then uploaded by each employee to the Outlook task manager.

At Vertec Consulting, the processes are a little different. With Vertec,  Easily create offers . After submitting an offer, it is marked as “sent”. As soon as the offer or a template is selected, follow-ups are created. The responsible employee receives reminders for specific tasks in his personal follow-ups in Vertec. All offers can be displayed in an overview and filtered according to their status. The corresponding offers are also shown under each customer and each project.

Entering services on projects

As both consulting firms work on numerous client projects in parallel, they enter services for each client or project. At the Excel Consulting Group, each employee stores his or her services for each project in the Outlook calendar and then transfers them manually to the general Excel list. The document contains all ongoing projects as well as the recorded services of all employees and is stored on the internal server.

At Vertec Consulting, the consultants enter their services on the go via the Vertec Phone App. In the office, the employees use the service recording in Vertec on their computer. In both cases, the right project and thus the right customer are selected as soon as a time is entered. The additional description text for each service is output later on the invoice. Text modules reduce the hours.

End-of-month invoicing

For invoicing, all the information is sent to the back office. The Excel Consulting Group employs two colleagues for this. At the end of the month, they have their hands full. Base on the service list in Excel, they transfer all the services collected services into a separate Excel list for each customercustomer For a new customer, you customer to invoice the data from the Excel address list to the Word document for the invoice. Subsequently, text modules from other invoices are transferred here by copy and paste and supplemented by the services and billing items entered from the Excel.

At Vertec Consulting, on the other hand, the employee in the back office does not spend long on invoicing. He can select the open services for each customer for the next invoicing and, if necessary, check them. With just one click, the invoice is created. It already contains all relevant data such as address, contact person and billing items including description texts. It can be output as a Word or PDF file and sent directly.

What exactly can I save here?

For example, if your back office needs one hour per invoice created and writes 30 invoices per month, invoicing costs you at an hourly rate of CHF 100 per month (30 x 1) x CHF 100 = CHF 3,000, which is CHF 36,000 per year.

If you automate this process in Vertec, the time required for follow-up checks per invoice is only 15 minutes. The invoices are created with the help of stored hourly rates and customizable templates with a click. The cost for this is (30 x 0.25) x CHF 100 = CHF 750 per month, which equates to CHF 9,000 per year. With Vertec alone, you can save CHF 27,000 per year. In another example of 100 invoices per month, you can save CHF 90,000 per year.

My recommendation for you

As you have seen from the two examples, keeping data in a single system like Vertec offers many advantages. Corporate consultants enter your services directly. This enables real-time controlling and fast and error-free invoicing. If you want to go even further, you can also automate many of the outlined processes and save even more time. If you would like to learn more about specific opportunities for process automation, let us talk to you personally about the implementation of Vertec in your company. I look forward to Your Message!