We have 20 years of experience in simplifying sales processes through advanced quotation solutions.

Background

Beans in Cup is a leading player in coffee and food solutions for businesses. The company consists of 270 employees, including 40 sales people, and is nationwide with 26 offices across the country. With a complex business model and many different services and products, their previous processes, which were based on Excel, were no longer sufficient to meet the demands of the business. Richard Roth, CFO at Beans in Cup with experience in e-commerce and fintech, faced the challenge of streamlining the quotation process, ensuring high data quality and maximizing the use of their CRM system, HubSpot.

Challenges

Before implementing vloxq, Beans in Cup struggled with:

• A complex business model with multiple revenue streams
• Manual quotation processes in Excel, leading to a high risk of errors such as:
  • Outdated products: Items no longer available were sometimes included in quotes, creating uncertainty.
  • Incorrect pricing: Quotation documents often contained outdated price information.
  • Error-prone calculations: Manual handling and "cut-and-paste" in Excel caused broken formulas and increased the risk of mistakes.
• Disconnected sales and administrative processes, leading to inefficiencies.
• Low CRM adoption, as many key processes were handled outside the system.

The solution

After exploring various options, including building their own system, Beans in Cup chose vloxq as their Configure, Price, Quote (CPQ) solution. The decision was made thanks to vloxq's ability to:

• Provide customized solutions tailored to their business model.
• Seamlessly integrate with HubSpot CRM and their ERP system for centralized data management.
• Ensure all business data and calculations were directly linked to HubSpot, significantly increasing CRM usage.
• Replace and enhance previous Excel-based processes, reducing errors and improving efficiency.

Implementation process

Implementation was done through iterative tests where Richard and the team tested and tweaked the solution together with vloxq's team. Thanks to a close dialogue and innovative problem-solving, the process was smooth and met expectations.

Earnings and value

• More efficient quotation process: With vloxq, Beans in Cup now has a structured and integrated solution where business data flows directly into HubSpot, reducing errors and ensuring high data quality.

• Increased CRM usage: Since quotations are managed within Vloxq, sales representatives must work directly in HubSpot to generate quotes and track commissions. This has resulted in CRM adoption skyrocketing from 40% to 100%, improving business transparency and enabling better data-driven decision-making.

• Improved Cross-Department Collaboration: vloxq has helped establish clear process flows between sales and internal administrative functions, boosting efficiency across the organization.

• Reduced administrative workload: For the CFO, this means less time spent handling calculations and greater confidence in financial reports.

• Enhanced Data Management & accuracy: By automating rules and standardizing data entry, Beans in Cup has gained better insights into both sales and purchasing decisions. This has resulted in a significant reduction in pricing errors in quotes—from 5% to just 1%.

Richard's perspective

Richard describes vloxq as a solution that has aligned well with Beans in Cup's complex business model:

"With vloxq, we can manage our business flows in a whole new way. We’ve eliminated manual inefficiencies and gained better visibility into our data. It has truly simplified our daily operations."

He particularly highlights the integration with HubSpot as a key factor:

"Having everything consolidated and directly linked to our CRM has allowed us to focus more on analytics and less on administration."

Summary

With vloxq, Beans in Cup has taken a big step towards modernizing and automating its business processes. The solution has not only solved their initial challenges but also created the conditions for increased use of HubSpot, which is critical to ensuring data quality and transparency. vloxq CPQ has become a key player in Beans in Cup's journey towards delivering even better coffee solutions for its customers.

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In a highly competitive industry, we help maintain precise control over margins throughout the entire business process, from the machine and coffee beans to service agreements and financing. That, to me, is the greatest business value we provide. As a bonus, we save salespeople unnecessary admin time, ensure a professional impression for the customer, and, as one of our clients put it, 'exponentially increase CRM usage.- Wilma Eriksson