XSEED + Vtiger

Company

XSEED is a proven and research based academic program for schools that builds thinking skills and problem solving confidence in children. XSEED children ask more questions, can write in their own words like doing word problems in mathematics, can complete their homework on their own, are not afraid to speak-up in English, persist longer in solving problems and score well on tests.

Challenge

XSEED wanted a powerful CRM software that a team of more than 200 members could use while bringing more accountability and transparency into the process. The objective was simple eliminate inefficient processes that were giving rise to unwanted human induced errors and delivery delays

The Solution: Vtiger CRM

Jimit Dattani, Chief Information Officer at XSEED, says that Vtiger was the best solution that could accommodate all its business needs. “Before choosing Vtiger we evaluated a few other CRMs including Microsoft Dynamics, Pipedrive, and Salesforce. However, none of these CRMs met our unique business requirements.”

The team needed a CRM that could be implemented within a few weeks and accommodate dynamic changes to align with business needs.

XSEED had Vtiger up and running in less than a month’s time

“We needed a scalable solution that could be deployed quickly. And with Vtiger we could achieve it” says Jimit. “Vtiger’s customizability and flexibility allowed us to rename fields and modules as per our requirement, create our own email templates and flows, and do much more. We could customize Vtiger CRM to work for our business without compromising our sales process process.”

Vtiger’s customizability and out-of-the-box functionality helps customer facing teams at XSEED work together in an organized way. For instance, the co-owner feature allows sales and customer support teams work on the same deal seamlessly. And, in another instance, the dashboard is customized to include important widgets visualizing key metrics that both manager and team members refer to every day to hit targets and measure performance.

XSEED automated its entire sales process

With Vtiger in place, XSEED could successfully automate it’s entire sales process. Jimit explains, “Our workflow automations are completely data driven. A deal is automatically moved forward only after a certain set of tasks are marked complete and/or certain data is fed into the system. For instance, when a sales rep plans a school visit, a calendar event is created. The rep checks-in on arriving at a school and checks-out after the meeting is complete. The rep fills up the meeting details and sends a quote from Vtiger. Once these actions are complete, the deal is automatically moved to the next stage in the pipeline. This process helps us predict deal closures and forecast better.”

XSEED has automated other routine tasks such as generating address details from postal code, and sending email and SMS campaigns periodically to save time and improve sales reps’ productivity.

The sales process became 100% paperless

XSEED’s sales process requires sales teams to reach out to customers several months before the start of an academic year. Having this information on paper led to inefficiency. For instance, a paper document could easily be misplaced or forgotten. If multiple versions of a document existed, find the latest one was a cumbersome process. And getting signed documents couriered from customers induced unwanted delay.

Vtiger helped the team overcome these problems effectively. “Vtiger helped us become a 100% paperless organization”, Jimit says. “We generate all our quotes and agreements from Vtiger and send them across to our customers to get electronic signatures. Also, when a deal is up for renewal, our team can have a telephonic conversation and then send the agreement for an e-sign. This process has helped us reduce the time spent travelling by 20% and optimize cost of customer acquisition."