By automating the entire quotation-to-invoice workflow with instant WhatsApp delivery and smart follow-up reminders, Lux Padel Indo eliminated the administrative chaos of offline spreadsheets—turning a one-hour manual process into a 5-minute automated sequence that never forgets to follow up.
Lux Padel Indo
Premium padel court facility
Challenge
The owner was trapped in a repetitive cycle of manual document creation. Every quotation and invoice required hunting through offline files, copy-pasting client details from previous documents, and manually sending PDFs through WhatsApp. With no centralized system, finding historical data meant scrolling through chat threads and local folders. Worse, quotations would slip through the cracks—potential revenue sitting in limbo because no one remembered to follow up.
Solution
- Built an automation workflow that generates professional quotations and invoices from a single form submission—no more copy-pasting from old documents.
- Integrated WhatsApp Business API to automatically deliver PDFs to clients the moment an invoice is created.
- Configured automatic Google Drive backup, organizing all documents in a searchable folder structure for easy retrieval and editing.
- Implemented a smart reminder system that flags quotations untouched for 3+ days, ensuring no opportunity goes cold.
Impact
- Document creation time reduced from 1 hour to 5 minutes—a 92% efficiency gain.
- Data entry errors virtually eliminated through automated field population.
- ~15 hours saved monthly on document creation and manual sending (based on ~20 invoices/month).
- Quotation follow-up rate improved by ~60% with automated 3-day reminders—recovering previously lost deals.
- Complete document history now searchable in seconds, replacing the "where did I save that?" frustration.