Dependence on individuals
Finding the right quotation required specialist knowledge, leaving searches dependent on particular staff.
GRACE Co., Ltd.
A quotation search system that significantly streamlines search work.
We replaced quotation searches dependent on manual work and experience with cloud-based search using multiple filters.
Finding quotations depended on individual experience.
GRACE Co., Ltd., a business revitalization and reuse business in Kanagawa Prefecture, had accumulated a vast number of quotations for automotive repair shops. Searching for them had become an operational bottleneck.
Time-consuming searches
Checks across vehicle models, model years and work categories were performed manually, delaying the start of document preparation.
Impact on customer service
Preparing quotations took longer, and inquiries concentrated on particular staff during busy periods.
Cloud-based search with multiple filters.
We designed the system around criteria actually used in repair shops, rather than generic document search. AI is used to shorten search time, with final checks performed by people.
An environment where anyone can quickly access the quotations they need.
Quickly filter by keywords, vehicle model, model year, work category and other criteria to navigate a large quotation dataset. An interface that does not require specialist knowledge lowers the barrier to adoption.
Search by workplace criteria
The perspectives staff use in their minds become the search criteria directly.
People make the final check
The aim is to present candidates quickly. The workplace retains the decision about which quotation to use.
The same steps for everyone
Users can reach the required forms through the same screen operations, without relying on a particular person's memory.
Make existing quotation data usable in the language of your workplace.
The implementation uses accumulated quotations as an asset, rather than rebuilding the core business system.
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Organize the data
Import existing quotations and organize them into searchable units.
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Design the criteria
Define the criteria used at work, including vehicle model, model year and work category.
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Refine the interface
Review the interface in the workplace and adapt its displays and operations to avoid reliance on specialist terminology.
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Cloud deployment
Deploy to an environment offering the same search across locations and begin operation.
Less time searching, so anyone can begin document preparation.
The outcome is reduced search effort and dependence on individuals, not merely a new screen. The same approach can be considered across industries where searching old forms takes time. Results vary with operating conditions, so we recommend starting with validation using your own data.
Reduced search time
Multiple filters shortened checks that had previously required manual searches.
Faster initial customer response
Less time is needed to begin preparing quotations, helping shorten response lead times.
Reduced dependence on individuals
The same steps are available to everyone, making it less likely that work will concentrate on particular staff during busy periods.
For document automation, see the Lallapalooza case study for more details.
Turn time spent searching quotations and past documents into a system that supports your work.
You can also explore our digital transformation and AI system development services for related support.