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Case Study

Optimizing Quote Request Processing for VasarcaRx with monday.com Integration

How Empyra Helped VasarcaRx Boost Quote Management with monday.com Work OS,

Achieving 3x More Requests, 50% Faster Processing, and Improved Team Productivity?

 

About VasarcaRx 

VasarcaRx is a strategic partner that collaborates with major pharmaceutical industry players, including Kroger and other key corporations. This partnership requires VasarcaRx to maintain seamless, direct communication with clients. The quote process is a crucial driver for business growth and retention, demanding a streamlined approach to handle high volumes of quote requests efficiently.

VasarcaRx

Problem Statement

VasarcaRx’s e-commerce operations capture millions in revenue monthly through quote requests, but the growing volume of requests became increasingly challenging to manage. The existing quote request process involved multiple disparate systems, such as SFTP sites, Excel sheets, and ad hoc solutions, making it difficult to maintain a “single source of truth.” Quality and lead time issues and siloed communication often led to disconnects between stakeholders. Specific challenges included:

  • Lack of centralized quote management, leading to inefficiencies.
  • Complex security requirements to maintain data integrity.
  • A manual, hierarchical approval process that slowed down workflows.
  • Separate communication channels between clients and internal teams.

VasarcaRx sought a solution that would centralize and streamline these processes, enhancing its capacity for managing quote requests and delivering timely responses.

Problem-statement-of-VasarcaRX

Solution Delivered by Empyra 

Empyra implemented monday.com as a comprehensive solution to optimize VasarcaRx's quote request management. By using monday.com CRM, tailored automation, and custom configurations, we ensured that quote requests were handled in an efficient, transparent, and secure manner.

Key Features of the Solution

  • Customized Workflows: Created workflows to automate request assignments, approval processes, and status updates, ensuring streamlined movement of requests.
  • Enhanced Visibility Controls: Configured visibility settings to control access to quotes, protecting sensitive data and enhancing transparency.
  • Integrated Approval Process: Leveraged app functionality to simplify and secure the hierarchical approval process.
  • Real-Time Communication: Enabled centralized communication on the monday.com platform, facilitating real-time updates and reducing communication silos.
  • Data Integrity and Security: Established security protocols to prevent data duplication and enhance compliance with client-specific security requirements.

Tools & Technology

  • monday.com Integration with custom automation, workflow recipes, and tailored configurations.
  • monday code for backend hosting to support secure deployment and enhanced operational functionality.
Tools-Technology-used-for-VasarcaRX

Implementation Process

Our deployment of monday.com followed a structured approach to ensure seamless integration and full alignment with VasarcaRx's operational needs:

  1. Initial Assessment

  • Needs Analysis: Conducted a detailed assessment of VasarcaRx's existing quote process, identifying pain points and specific needs for automation and centralization.
  • Stakeholder Consultation: Collaborated with VasarcaRx’s key stakeholders to understand their objectives and outline the necessary features for an effective solution.

  1. Planning and Solution Design

  • Workflow Mapping: Developed a blueprint of the existing workflows to identify automation points, such as automatic quote assignments and status updates.
  • Custom Configuration: Tailored monday.com CRM to meet VasarcaRx’s unique requirements, including data permissions, security controls, and board settings to ensure compliance.

  1. Deployment and Integration

  • Configured monday.com automation to manage tasks like status updates, role-based notifications, and quote assignments.
  • Hosting via monday code provided the backend support without the need for an additional server.

  1. Training and Adoption

  • Delivered in-depth training to the VasarcaRx team to familiarize them with the new platform and its features, ensuring smooth onboarding and ease of use.

  1. Post-Deployment Support

  • Continuous Monitoring: Maintained regular check-ins to optimize the platform based on real-time feedback and evolving requirements.
  • Feedback Loop: Facilitated open communication with VasarcaRx's team, making any necessary adjustments to enhance the workflow further.

Hear from Our Satisfied Clients

Untitled design (14)-Aug-01-2024-09-50-04-7382-AM

                                                                                                                                                                                                                                 
monday.com and Empyra provided us with a scalable solution that allows my team to respond quickly to client requests. Additionally, the user-friendly UI with improved workflows helped our underwriting team manage the business in one platform alongside business development. Empyra has done a wonderful job and I envision a long-term relationship on a go-forward basis.
                                                                                                                                         Daniel Cottrel
                                                                                                                                                                        Managing Partner, VasarcaRx ​

Results Achieved

By integrating monday.com, VasarcaRx experienced substantial improvements in the efficiency, scalability, and accuracy of their quote management process. Key outcomes include:

  • 3x Increase in Request Submissions: Enhanced platform functionality and ease of use contributed to a substantial increase in the volume of managed quote requests.
  • 250% Growth Scalability: The solution supported growth in a scalable manner, accommodating higher request volumes without compromising on quality.
  • 50% Reduction in Quote Processing Time: Automated workflows cut down manual processing time by half, enabling faster response times.
  • Improved Productivity: The unified platform and streamlined workflows allowed teams to work more efficiently, driving increased productivity across the quote management process.

How Empyra Made a Difference

Empyra provided VasarcaRx with a robust, scalable, and secure solution through monday.com integration. This transformation enabled VasarcaRx to transition away from fragmented systems and manual processes, unifying quote management into a single, intuitive platform. Our tailored approach ensured that VasarcaRx’s unique requirements were met, from secure data handling to real-time collaboration.

VasarcaRx can now effectively manage quote requests, with improved visibility and control over processes, ensuring timely responses and higher-quality service for their clients

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