Introduction

Precision Equipments (PECPL) is known for building high-quality process equipment for industries like petrochemicals, refineries, and energy. While they had already invested in Salesforce, the system wasn't supporting their sales team the way it should. Enquiries were hard to track, approvals took time, and quotes involved too much manual work.

That's where CloudPrism came in — not to start from scratch, but to make Salesforce actually work for PECPL's workflow. We redesigned their sales process inside Salesforce to improve structure, visibility, and execution across teams.

The Challenge

PECPL's sales process involves high-value enquiries, custom configurations, and strict documentation standards. But despite using Salesforce, the system hadn't been tailored to their workflow. Sales teams were still juggling spreadsheets, emails, and offline approvals — leading to delays, missed steps, and limited visibility across deals.

Key issues they faced:

• No separate process for handling standard, custom, and dealer-led enquiries
• Stage-wise approvals were informal and hard to track
• Critical documents like GA drawings, datasheets, and ITPs were scattered across folders
• Quote revisions weren't versioned or easy to manage
• Approvals stalled if reviewers were unavailable, with no auto-escalation in place

The Salesforce was there, but it wasn't working for them. The system needed structure, automation, and real accountability built around how PECPL actually sells.

The Solution

CloudPrism worked closely with PECPL to restructure their existing Salesforce setup and align it with the way their sales team actually works. The goal wasn't to replace the system — but to make it usable, trackable, and scalable for high-value, engineering-driven sales.

We built structured opportunity flows, added quote version control, automated approval logic, and ensured that every stage of the sales process was backed by checklists and audit-ready documentation.

1. Opportunity Management by Enquiry Type

• Created separate workflows for Standard, Custom, and Dealer enquiries using Salesforce record types
• Defined clear stage-level paths for each type, tailored to their internal sales-review process
• Enabled stage demotion with rejection reasons and internal notes for better collaboration and feedback tracking
• Introduced mandatory document checklists to enforce process discipline at each key stage

2. Quote Workflow with Version Control

• Enabled reps to generate PDF quotes directly from the Opportunity record
• Built logic to manage quote revisions with version history
• Integrated quote attachments, including GA drawings, datasheets, ITPs, and deviation documents
• Linked all quote versions and supporting files to the opportunity, ensuring full traceability

3. Automated Approvals with SLA Handling

• Approval routing set up based on deal value and discount percentage
• If a primary approver was unavailable, the system auto-assigned a fallback approver
• Introduced SLA timers and reminder alerts to prevent approval delays
• Managers could view the status of all pending approvals and see exactly where things were stuck

4. Document and Stage Checklist Control

• Added validation rules to ensure that key documents were uploaded before moving to the next stage
• Checklists enforced review completeness — especially for technical documents like ITPs and deviation trackers
• Reduced manual follow-ups by ensuring all required files were part of the workflow, not an afterthought

5. Reporting and Visibility for Managers

• Created role-based dashboards showing live opportunity status, quote turnaround, and visit execution
• Built reports to flag pending approvals, missing documents, and SLA breaches
• Managers no longer had to rely on manual updates or team syncs — everything was visible in real time

The Impact

The updated Salesforce setup didn't just organize PECPL's sales process — it helped the team work smarter, move faster, and stay in sync.

Here's what changed once the new workflows went live:

• Every enquiry followed a structured, trackable path
• Quote preparation became faster, with fewer errors and no lost versions
• Approval delays dropped significantly, thanks to fallback logic and SLA alerts
• All supporting documents were attached at the right stages, reducing back-and-forth
• Managers had real-time visibility into deal status, approvals, and pipeline health
• Sales reps started using the system fully, because it actually worked the way they worked

The difference was clear within weeks. Sales teams stopped chasing documents and approvals and started focusing on execution. Everything was easier to track, review, and move forward — without needing extra effort.

Why It Worked

PECPL already had Salesforce in place. What they needed was a setup that matched the way their teams worked on the ground.

Instead of overhauling everything, CloudPrism built on what was already there—refining workflows, simplifying approvals, and ensuring key documents were part of the process, not an afterthought.

By working closely with the internal team, we ensured every solution made sense in context. Adoption was natural. Execution became smoother. The system started working the way PECPL needed it to.

What Powered It

The improvements were powered by focused enhancements inside Salesforce that supported PECPL's existing sales process:

• Dedicated opportunity flows for Standard, Custom, and Dealer enquiries
• Stage-wise checklists to ensure documentation and reviews were complete
• Quote generation with PDF templates and version tracking
• Centralized attachments for datasheets, drawings, and compliance files
• Automated approval flows with SLA logic and fallback routing
• Gmail sync for seamless quote dispatch
• Dashboards and reports offering real-time visibility across the pipeline

Each enhancement was introduced with the existing workflow in mind, making the process more efficient without adding complexity.

What Made the Difference

We didn't just add features.
We fixed the parts of the process that were slowing things down.

Approvals started moving without constant reminders.
Quotes were easier to create, send, and track.
Documents stayed connected to the deal, not scattered across folders.

Everything started working as one system — not as separate tasks held together by emails.

That shift made all the difference.
Sales reps had clarity. Managers had visibility.
And the process finally ran the way it should.

If your CRM still feels like extra work instead of real support, we should talk.