Aspiring to reduce time-consuming tasks

Barb Hampton at Damian Lillard Toyota wears many hats. Working between multiple locations, Barb is the service cashier, warranty administrator and an important part of the accounting team. One of Barb’s many daily responsibilities is ensuring the parts tickets and service repair orders are posted in the DMS and scanned into Scan123. On any given day, she processes a total of 100-200 documents.

Keeping up with 2,400-4,000 documents generated by the parts and service departments each month can get stressful. The team at Damian Lillard Toyota was initially interested in using VelocityFile to batch scan their documents to save time. While scanning was important to the dealership for accessibility to documents across all departments, finding time to scan hundreds of pages daily in the service department wasn’t always easy. Barb was spending half a day processing the parts tickets and repair orders, all while assisting customers in person and on the phone. With stacks of paperwork each day, an interruption with a customer could lead Barb to lose her place in the process. This, along with her multitude of responsibilities in a busy dealership added stress to her day.

Increasing efficiency with batch file scanning

Barb wasn’t the only person benefiting from the ease of scanning and filing thousands of documents each month. Because teams are on separate campuses, instant online access to service and parts documentation is key. Before using Scan123, dealership staff would have to coordinate between dealerships to pull files in order to assist customers, vehicle information or technician notes. Using Scan123 along with VelocityFile, documents from both locations are always immediately accessible. If Barb was behind on scanning documents, the paperwork would stack up on desks. After implementing VelocityFile, documents are available daily. This is especially important for the service technicians. In the past, technicians would need to leave their service bay and walk into the accounting office in order to look up a past service repair order. This process would take important time from both the service technician and office staff alike. That’s no longer an issue with VelocityFile. Documents are scanned daily and available for access by the accounting office, service technicians and service manager immediately. This time savings has increased the time available to assist customers, service vehicles and make sure customers and employees are happy.