Digital Contract and Quotation Management Software | Premium Home Furniture Wholesaler
Faster Contracts, Quicker Approvals, Bigger Profits
Project Overview
Handling a high volume of contracts, quotations, and approvals can be challenging—especially when outdated, manual processes slow things down. Our client, a premium home furniture wholesaler in Taiwan, faced operational bottlenecks due to errors, delays, and scattered information, making it harder to serve customers efficiently and close deals on time.
Cloud Interactive designed and implemented a customized digital contract and quotation management software to streamline workflow. This use case can also be applied to the following industries but is not limited to:
• Insurance Companies – Automate policy approvals and claims processing
• Law Firms – Digitize contract drafting and client agreements
• Manufacturers – Enhance supplier contract tracking and compliance with automated procurement system
Customer Profile
Headquartered in Taiwan, our client is a well-established wholesaler of high-end home furniture, representing multiple top-tier European brands, including German kitchen systems, Italian furniture and cabinetry, luxury bathroom fixtures, and high-end audio and fitness equipment. With showrooms in five major Taiwanese cities and a growing presence in Shanghai and Hangzhou, they are committed to delivering a complete luxury living experience.
Client Challenges
The client had to manage an extensive product catalog, process multiple document types, and coordinate approvals across departments—all while relying on manual processes. This made their workflow slow and inefficient, leading to:
Challenge 1: Disorganized Document Management
• Important documents—quotations, contracts, and business lease agreements—were scattered across folders, emails, and personal drives, making it difficult to track the latest versions.
• Employees wasted valuable time searching for files, leading to delays in responding to customers.
Challenge 2: High Error Rate Due to Manual Data Entry
• Sales teams manually entered product details, pricing, and discounts into Excel sheets, increasing the risk of costly mistakes.
• Any corrections required redoing the entire document, further slowing down the process.
Challenge 3: Inefficient Approval Process
• Multi-level approvals were required for contracts and quotations; follow-ups were done manually via email or paperwork, causing unnecessary delays.
• Sales deals were often stalled, affecting customer experience and business performance.
Challenge 4: Inconsistent Document Formats Hindering Data Insights
• Different departments used varied document formats, making it difficult to analyze sales trends and customer preferences.
• The finance team spent extra time consolidating data, increasing their workload.
Challenge 5: Security Risks & Lack of Access Control
• Sensitive documents were often stored on personal devices or email accounts, creating security risks.
• No effective access control to prevent unauthorized access or track document history.
Project Challenges
Challenge 1: Disorganized Document Management
The new system needs to support 12 different types of documents, including quotations, contracts, business lease agreements, and invoices. Each form required tailored configurations based on user roles, product categories, and approval workflows. Our team’s understanding of each form's specific requirements was crucial.
Challenge 2: Complex User Role Management
The platform has three primary user levels:
• Regular Employees
• Senior Managers
• System Administrators
Each category has distinct access levels and approval rights. For example, multi-level contract approvals require specific workflow settings to ensure that the right personnel review and approve documents. Designing a flexible yet secure role-based permission system was one of the more complex aspects of development.
Solution: Custom Digital Contract and Quotation Management Software
Easy Product Management: Find What You Need Effortlessly
We've created a full-featured product management system that organizes everything by brand, series, and attributes. This makes it super easy for the sales team to find the products they need for quotations and contracts quickly. They can also instantly access any discount details, which saves time and makes the whole process more efficient.
Automated Contract and Quotation Management: Stay on Top of Everything
Our digital contract and quotation management system fully automates tasks like processing quotes, contracts, and business lease agreements. The client can track every form's status, revision history, and approval status in real time. No more chasing down approvals or sending endless reminders—everyone will always know where things stand.
Hybrid Project Management: Flexible and Effective
For this project, we used a hybrid management approach. First, we followed a waterfall method to define the project requirements clearly. Then, as we progressed, we switched to an agile approach, delivering smaller features every two weeks. Regular check-in meetings kept the project on track and ensured we were ready to handle any risks that came up along the way.
Online Clause Management: Easily Update Contracts and Quotes
Contracts and quotes often need adjustments, so we built an online clause management tool that centralizes all the templates. Users can quickly add, update, or remove content directly in the system, cutting down on time spent managing documents and reducing human error.
Streamlined Contract Management: Track Approvals and Payments with Ease
All contract information—like contract history, payment records, approval statuses, and version updates—is right there in the system. The client can easily monitor the progress of the contracts, ensure payments are collected on time, and retrieve past contracts whenever needed. This drastically reduces the risk of errors or lost documents, helping avoid legal or financial headaches.
Our Final Words: Tailored to Your Business, Not the Other Way Around.
We helped our client simplify operations, improve efficiency, and accelerate decision-making by developing a customized digital contract and quotation management software. Unlike off-the-shelf solutions, custom enterprise software offers superior flexibility and scalability, allowing your businesses to adapt and expand functionalities as they grow.
With 15 years of experience in custom software development, we provide end-to-end services, including business analysis, UX/UI design, system development, deployment, and maintenance. Our goal is to help businesses overcome operational challenges, achieve digital transformation, and maximize efficiency—delivering real value for both enterprises and their customers.
