The transition was seamless, the learning process was easy, and now we scan every document that comes into this dealership into etfile. We use it every day!”
Teri Skidmore is the Office Manager at Martin Chevy Buick GMC in Cleveland, Texas. When she started there in 2008, the dealership switched to an in-house scanning system for all their documents, but it wasn’t exactly ideal.
In the dealership’s original in-house system, files were kept on different drives, and the file names were made up of the year/model of the car, last six of the VIN, the RO and the date. “So unless you knew exactly how the scanning system was setup,” says Teri,“it was very difficult to find anything. You might even have to go to the physical account folder then go to the files and search for what you needed. Sometimes it would take 30 to 40 minutes to find one document.”
Teri and her two colleagues were the only ones who knew the system. If anyone else came to them needing a file, and they were unavailable, that person was out of luck. Now, with remote access, documents can be retrieved easily at all times.
Then the IT guy who had set up the system in the first place disappeared. “For two years we had no support! We had to work around it. That’s when we started looking for another system.”
Teri and her team went to seminars and attended conferences and trade shows, looking for the right system for them. The company needed a comprehensive scanning system but it had to be the right fit for their size and budget.
Teri was truly delighted when she found etfile. Right away she could see that it was more in tune with what they needed at their dealership than the other systems out there. “Those bigger
systems were said, ‘No we do it this way. This is the only way you can do it,’ but etfile was able to tailor their product to our needs.”
“Most importantly, unlike the other systems, etfile integrates with AutoMate. It just seemed more reliable.”
etfile helped Teri and the other office manager set up their templates. Teri says, “After that, the transition was seamless, the learning process was easy, and now we scan every document that comes into this dealership into etfile. We use it every day!”
Martin’s document management workflow has been transformed by etfile. They used to store thousands of documents in file cabinets. Now they just shred them. “At first, even with etfile, we saved car deals for a month, then that became a storage problem, so now we shred them too. If a document comes in later for a deal, all we have to do is scan it in and attach it to the deal and away you go.”
For Teri, the key benefit has been the advanced search functionality. She used to waste hours and hours searching for a document. With etfile, Teri estimates that she has saved around $4,700 per year – equivalent to four hours per day – just in time saved on the searching.
“It’s so efficient,” says Teri. “It’s just like searching on the internet. It’s all right there at my fingertips. Customers would call and I’d have to say I’d get back to them. They’d think I was putting them off. Now, I can get them a quote right away. I know what their products are and I can respond to them immediately with the right information. It increases business because customers trust us, so they come back for more.”
In addition to the cost benefits and improved business performance, Teri has taken full advantage of the robust security. “I love the access-controlled cabinets,” she says. “We had a new employee accidentally scan our RO’s to the sales side of Auto/Mate. Well, the service manager can’t see RO’s, so my security worked!”
Teri is amazed when she meets other dealerships who don’t use etfile. “I say, ‘You don’t scan?! Oh, you need to scan! You don’t know how easy it is.” When they worry about not having the physical piece of paper she laughs. “It’s right there! You can print it if you want to touch it! With etfile, it’s here forever.”
Contact us today to learn how you can get the most out of your employees by using etfile.