Enhancing efficiency and customer experience at Ultimate Motors with Keyloop Documents
Ultimate Motors, operating in the United Arab Emirates, is the authorised dealer for Lamborghini Abu Dhabi and Dubai. Driven by a skilled management team with over 50 years of combined experience in automotive, the company strives to set the highest standard for customer experience and make every interaction memorable. Richard Weinberg, National Training & Compliance Manager at Ultimate Motors, recently worked with Keyloop to digitise the business’ documentation process through the introduction of Keyloop Documents.
Having Keyloop Documents integrated with the Drive DMS is a massive benefit for us. Thanks to the integration, there can't be any breakdown in communication or changes in customer details or vehicle details - the documents go directly to the right job card or the right deal file. It's much more efficient and it’s helping us streamline the business. One of our visions as a company is to go completely paperless and introducing Keyloop Documents has made a giant step forward in that process as well. It's a great tool.
Richard Weinberg, National Training and Compliance Manager, Ultimate Motors
Challenge
Prior to introducing Keyloop Documents – which is made up of Sales Docs and Service Docs – Ultimate Motors experienced challenges around document storage and managing paperwork. Considerable physical space was required for archiving and keeping this organised proved difficult.
The vast number of documents led to issues with misfiling or missing paperwork, creating a poor experience for customers who were then obliged to re-sign misplaced documentation. Manual templates were available for certain processes, but because these were edited by different team members it was easy for mistakes to be made.
Ultimate Motors also had to consider the cost and environmental impact involved in printing documents daily. Whenever a vehicle is sold a deal file is created, and these can comprise 60 pages or more. With the business printing on premium paper, it was an expensive process.
Solution
Having identified the need to digitise its documentation processes, Ultimate Motors worked with Keyloop to introduce two solutions that would help its sales and aftersales departments – Sales Docs and Service Docs.
Ultimate Motors had previously worked with Keyloop to introduce several solutions, which contributed to the success of the implementation process this time around. The Keyloop consultants had a clear understanding of the way the business had configured the Drive DMS, so integrating the new solutions was seamless, and the consultancy team were quick to respond, make suggestions, and offer valuable feedback throughout the process.
Impact
Ultimate Motors has seen a significant improvement in document organisation since introducing Keyloop Documents. The ability to store and manage all paperwork digitally means the business has been able to introduce approval workflows to ensure everything is captured correctly. The business is also benefiting from being able to review and audit any documentation whenever it needs to thanks to the clear communication trail Keyloop Documents offers.
With customer events and creating a seamless, world-class experience being key to Ultimate Motors’ business strategy, the ability for the sales managers to approve documents while out of the office has been a very useful feature. This also means various documents can be signed at the same time and having a legally accepted digital signature is a big advantage for Ultimate Motors.
From a customer perspective, Sales Docs offers the convenience of remote document signing. In the aftersales department, Ultimate Motors has been able to integrate the DMS and Service Docs with its video application so customers can see footage of their vehicle and any recommended work. This facilitates upselling and speeds up the approvals process, which in turn expedites the service process. Ultimate Motors has been receiving positive feedback from customers since the introduction of the two solutions, with many noting improvements to the efficiency and professionalism of both the sales and aftersales departments.
The level of hands-on support was fantastic. The Keyloop consultants’ experience is so valuable and they’re always willing to tailor the solutions to work for our business. They already understood our DMS and the way that we’d set it up which is a big advantage. The team were quick to respond and offer suggestions, so we were very happy with the entire implementation process. Support is always one of the biggest strengths when it comes to our mutual business relationship.