How We Helped The Client Streamline Vehicle Operations Using Monday work management

About The Company:

The client is a well-established automotive dealership network in India, representing top automobile brands like Tata Motors, Maruti Suzuki, MG, and more. With 77+ active showrooms and a growing workforce of 150–200 users, the company manages everything from vehicle bookings and inventory to accounts and servicing.

Customer Challenges:

Due to their rapid growth, the business needed a centralized, digital system to replace outdated manual workflows and unify their operations.

Before engaging with us, The client faced numerous challenges:

• Fragmented Workflows across departments like sales, accounts, and inventory.
• Manual Order Processing, causing delays and miscommunication.
• Unstructured Discount Approvals, with no clear escalation paths.
• Limited Visibility into real-time inventory, bookings, and servicing status.
• Complicated Order Entry for showroom staff who didn’t have system access.
• Difficulties Managing Inter-Location Transfers for vehicles and spare parts.

These issues led to slower turnaround times, missed follow-ups, and reduced operational efficiency.

Solutions:

CloudCache Consulting built a fully tailored Monday.com solution that brought together all teams and processes into one organized system:

• Structured Workspaces: Created dedicated boards and folders for Passenger Vehicles, Commercial Vehicles, Inventory, Accounts, and Servicing.
• Dealer Forms & QR Codes: Simplified vehicle ordering for showrooms using easy-to-access forms—no login required.
• Automated Approval Workflow: Set up discount approval paths based on percentage slabs with options for step-by-step escalation.
• Payment Automation: Booking records now auto-calculate balances and confirm only after receiving advance/full payments.
• Inventory Transfer System: Enabled real-time tracking of vehicle and spare part transfers between locations.
• Servicing Boards: Self-booking forms for routine and post-sale servicing with automated customer updates.
• Live Dashboards: Built performance dashboards tracking sales data, approval statuses, booking stages, and OEM commission insights.
• User Access Control: Role-based permissions allow each department to view only the data they need.

Results:

With CloudCache Consulting’s implementation of Monday.com work management, The client achieved significant improvements:

• Faster Order Processing: 40% reduction in manual data entry and approval delays.
• Real-Time Visibility: Sales, inventory, and servicing data now available instantly across all showrooms.
• Error-Free Workflows: Automation reduced approval and payment errors by over 60%.
• Improved Dealer Experience: Showrooms can place orders easily via QR codes and links, boosting engagement.
• Data-Driven Insights: Leadership now has access to real-time dashboards showing weekly/monthly performance, sales trends, and vehicle aging reports.
• Better Inter-Team Coordination: Seamless integration of sales, accounts, and servicing teams reduced back-and-forth communication.
• Scalability: The system is designed to grow with the business—supporting new showrooms, cities, and vehicle categories.

Technology and Tools Used:

Monday.com work management

Final Words:

The client now operates with clarity, speed, and automation across all departments. From showroom requests to final vehicle delivery, every step is tracked and optimized within Monday.com. Thanks to our strategic solution and Monday.com consulting services, The client has turned complexity into simplicity—enabling better decisions, happier teams, and faster service.

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