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Salesforce-powered Automation for Bidding and Vendor Management
Built a Salesforce-configured portal for the client to support the automation of their data for bidding.
Customer
Defence Contracting Organization
Country / Region
United States
Industry
Aerospace & Defence
Highlights
Automated Excel Sheet Imports
Smart Error Detection Engine
Email-to-Record Automation
Quotation PDF Generation
Client Requirements
Replace Manual Workflow
Since the client handled bidding in an Excel sheet, there were frequent blunders, repeated records, and inefficiency. The solution they required was a centralized and automated method to fix their manual problems.
Manufacturer Records Management
The way they manually managed bidder (manufacturer) information was not efficient any longer. The solution was requested to automatically save, retrieve, and control bidder information all in one portal.
Validate and Organize Unstructured Data
The government’s bidding data they received was often unreliable, and they needed a workforce to carefully clean up each row. Automatic execution of the process was the main request from the client.
Challenges
Split and Erroneous Excel Files
The workforce had to manage bid data stored in various Excel sheets. As a result, there were problems, missing information, and lots of time-consuming corrections before each bid round.
Manual Entry of Manufacturer Details
Whenever a new bidder appeared or when an existing one gave new information, changes had to be made manually. It was getting tiring and awkward to record and maintain data on all of the bids manually.
Unstructured Data Processing
The company usually received bidding details by email from government officials. Because there was no automation, turning unstructured data into a useful format took longer and pushed back the entire bidding cycle.
Complicated Quotation Communication
The company used to draft and email quotes by hand, meaning there was no uniformity or history of records. Because of this issue, projects were finished less rapidly, and updates to manufacturers were delayed.
Solutions
Custom Salesforce Lightning Portal
Using Salesforce Lightning, we built and set up a portal called Bid Tracker that could handle the unique data demands of the client. Quotes, bidders, bidding materials, and batch data were organized within custom objects so users could work easily and intuitively.
Excel Import Controller Configuration
We utilized Salesforce’s tools, which help users upload Excel sheets directly into the system by dragging them in. After uploading, the system automatically placed and saved the data into appropriate objects, sparing manual data input.
Automated Bid Batch Mapping
To straighten out raw data inconsistencies, a well-designed automated error-checking process was added. Using custom code in Apex and Flow, bid batches were validated to guarantee accuracy before they became final records.
Email Data Extraction and Quotation Generation
Emails coming in with government bidding information were set to be converted into object records by the Salesforce Email Services. The use of Visualforce allowed PDF quotations to be produced automatically, which the manufacturers received to help them with their bids.
Is handling manual data critical for you too? Connect with us for your custom-built portals designed per your business' vision.
Technical Stack
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COMPANY
A leading US-based defence and public safety equipment provider supplying essential products, support, and purchases to both the military and first responders.
Conclusion
Melonleaf Consulting delivered a unique portal through which our client changed their old, complex system of managing bids. We changed the manual Excel works to a single system built using Salesforce Lightning. Because of automation, error checking, quick record processing, and instant quotations, the solution dramatically boosted their efficiency, reduced errors, and enhanced communication with vendors.
Our strategy ensured security, the integrity of the data, and easy use by internal staff were all guaranteed. Building effective Salesforce solutions for defence and other important industries is our specialty at Melonleaf.
Benefits
- 85% reduction in data errors
- Real-time automation of data input
- Centralized bidder management for faster tracking
- Automated PDF quotations for quick dispatch
