Phoenix Gas Vietnam optimizes business operating costs by digitizing the sales process

Phoenix Gas Việt Nam is a company under the UDENA Group Philippines specializing in supplying and distributing industrial gas and petroleum with 14 years of experience in the gas industry in the Vietnamese market. Therefore, achieving ISO certification is an important goal to enhance the brand and build customer trust.

With a network of hundreds of master agents and dealers, as well as thousands of Phoenix Gas Việt Nam business points stretching from Central to Southern Vietnam and covering key markets, Phoenix Gas Việt Nam faces significant pressure in its sales process.

The company’s growth, with its workforce expanding to over 100 people and its supply and trade market extending to customers nationwide, demands more flexible and accurate storage of customer information and work communication.

As a business dealing in essential consumer goods, Phoenix Gas Việt Nam has always aimed to achieve ISO certification to expand its market reach and build customer trust. However, during the sales process, Phoenix Gas Việt Nam faced many difficulties and shortcomings when operating its sales process manually.

An “Outdated” Sales Process – No Breakthroughs

To complete an order using traditional methods and meet ISO standards, relevant departments had to follow a multi-step process with strict paperwork requirements. Specifically, the product supplier and the customer would first create a framework agreement to formalize the sale. Then, the sales staff would receive the order request from the customer and have to pass it through many related departments for processing. It started with the Sales Admin receiving and filling out a pre-printed request form, which was then sent to the accounting department. Next, it was transferred to the operations department to be submitted for management’s signature, and only after the General Director’s approval could the order be dispatched.

Issues such as the multi-step ISO application process with extensive paperwork, the requirement to quickly digitize processes, the need to store documents for ISO audits, the cost of printing documents, and the difficulty of manual signing when leaders were on business trips led the management of Phoenix Gas Việt Nam to identify the urgent need to resolve these problems.

In December 2021, the Board of Directors of Phoenix Gas Việt Nam signed a partnership agreement with 1Office – Vietnam’s leading total business management solution – to optimize the company through digital transformation, enhancing work quality and document management. This was seen as a promising step for a long-established company, demonstrating its agility in adopting digital transformation. It also reflected the leadership style of its seasoned leaders: decisive and cautious, yet flexible and open to new ideas.

When seeking 1Office’s solution, Phoenix Gas Việt Nam had high expectations that this partnership would bring positive changes to its corporate structure. Implementing 1Office into the work system helps save time and increases transparency in the work process because all information entry and retrieval are performed on a secure, private system.

Phoenix Gas Viet Nam “Says Goodbye” to Manual Processes, “Partners” with 1Office to Optimize Workflows

1Office has completely “liberated” Phoenix Gas Việt Nam from its previous manual sales process. Digitizing the process on the system allows the company to handle large orders in just a few hours, instead of the 2-3 days it used to take to complete the paperwork. In particular, the digital signature feature enables leaders to quickly approve all proposals anytime, anywhere, even when not physically present at the office. All information for every order is available on the system, so managers can easily and accurately grasp the status, identify which stages are running smoothly and which are encountering obstacles, and thereby effectively control the entire sales process, ensuring no major customers are missed.

Furthermore, storing important documents on the system simplifies information retrieval and security, preventing data leaks and loss, and gradually transforming the office into a “paperless” environment. This also saves costs on printing and document processing. The information source is also stored centrally and more systematically, making it easy to search, retrieve, and process information as it is categorized by fields and departments. Department staff can proactively find the documents they need without going through intermediaries like the HR and administration department or asking their department head.

Expediting the process to obtain ISO 9001:2015 certification, along with optimizing workflows scientifically using 1Office’s solution, will create a solid foundation for Phoenix Gas Việt Nam to reach more partners and customers in the region and around the world. This is because the working method becomes faster and more efficient, tasks are handled more flexibly, and processes and departments are seamlessly integrated, creating a positive impression on customers and partners.

1Office is a pioneer in digital transformation, providing a Total Business Management Platform software that gives users an online working environment by digitizing the entire enterprise into unified blocks. To date, 1Office has been chosen and trusted by over 450,000 users from more than 5,000 Vietnamese businesses on their digital transformation journey.

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