Problem
Scaling Dealer Sales on Spreadsheets
This agricultural business was rapidly expanding its distribution network of dealer agents and wholesalers—but every sales order was still being processed manually via email, Google Forms, or static Excel sheets. Dealer agreements were sent over email, and any updates to pricing or product availability created a ripple of confusion.
Managing orders meant sifting through disconnected forms and manually reentering everything into an external inventory system. Sales reps couldn’t track their own submissions, and the leadership team had no visibility into what was being sold, when, or to whom.
As the Director put it, “We need one clean place to view orders, agreements, and contacts—and ensure no one sees what they shouldn’t.”
Q1
Solution
A Dealer Portal Built on SmartSuite
SmartSuite became the centralized system for handling dealer operations—from order intake to agreement submission. The onboarding team worked closely with the business to simplify workflows and create a branded portal experience for external partners.
Now, dealers and wholesalers have a secure login to access only their orders and agreements. A shared dashboard houses embedded forms for order entry, complete with logic for delivery addresses, pricing, quantities, and product selection from a seed catalog. Submissions trigger workflows for review and downstream entry into the company's inventory system.
Signature fields, status changes, and email notifications were also embedded, enabling real-time collaboration between the internal team and the dealer network—all while maintaining strict permission controls.
Q2
Result
Visibility, Control, and Dealer Autonomy
The firm now operates with a polished, scalable dealer portal. Sales orders are submitted digitally, reviewed internally, and organized by customer, product, and status. No one sees another’s data, and the risk of manual error is all but gone.
This centralized system enables dealers to view, sign, and submit agreements, place orders, and update contact info—without ever touching a spreadsheet. “We finally have a place where our dealers can place orders, sign forms, and get support—without emailing us ten times a day,” the Director said.
SmartSuite didn’t just replace forms—it delivered structure, speed, and visibility to an operation ready to scale.
Q3
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