blog post

Best Practices in Customer Management: Streamlining Van Sales and Distribution Operations

In today's highly competitive business landscape, effective customer management is crucial for any distribution or manufacturing organisation aiming to achieve long-term success. By implementing best practices in customer management, businesses can streamline their van sales and distribution operations, enhance customer satisfaction, and ultimately drive growth and profitability. This blog will explore the various strategies and tools available to businesses in the UK to optimise their customer management processes, ensuring the delivery of exceptional customer experiences.

Customer management plays a vital role in the success of any delivery business. Building strong relationships with customers is crucial for repeat business and customer loyalty. In the b2b sales and distribution environment, where orders are often larger and more complex, effective customer management becomes even more critical. It involves understanding customer needs, providing personalised service, and managing expectations throughout the delivery process. Without efficient customer management, businesses risk losing valuable clients and damaging their reputation.

Best practices for optimising customer management

Customer expectation is constantly evolving, and several future trends are expected to shape customer management in this space. These are best practices as follows:

Streamlining Customer Workflows

One of the key aspects of efficient customer management is the ability to handle multiple delivery points for each customer while adhering to specific delivery instructions and windows. By configuring individual processes for customers, businesses can ensure that customer service level agreements (SLAs) are known and met consistently. This not only enhances operational efficiency but also strengthens customer relationships by instilling confidence in the reliability of service.

Moreover, businesses can leverage call surveys to capture and analyse customer feedback, competitor analysis, and distribution gaps. By understanding the needs and preferences of their customers, businesses can make informed decisions and continuously improve their products and services.

Enhancing Customer Service

In the quest to provide excellent customer service, businesses can offer a self-service portal for customers to access invoices and delivery notes. This self-service approach empowers customers, allowing them to retrieve essential documents at their convenience. By embracing digital solutions, businesses can further enhance the customer experience, making it more seamless and efficient.

Additionally, businesses can develop an Ordering App that enables customers to place orders quickly and easily. This app can integrate with an extensive Pricing System to ensure accurate pricing, eliminating errors and discrepancies. By offering a user-friendly platform for customers to interact with, businesses can foster customer loyalty and satisfaction.

Customisation for Individual Customers

Every customer is unique, and catering to their specific requirements is paramount. A customer management tool, provides a range of customisable options to meet these individual needs. Businesses can define customer workflows, including features such as signature and/or photograph as an electronic proof of delivery (ePOD). This customisation enables businesses to tailor their services and processes, ensuring a personalised experience for each customer.

By determining what customer information is shared among teams, businesses can create a cohesive and coordinated approach, minimising redundancies and communication gaps.

Efficient Credit Control

Managing credit terms efficiently is another critical aspect of customer management. RouteMagic simplifies payment and customer credit control procedures for both office and mobile staff. By assigning a credit limit and terms to each customer, alerts can be triggered when an account becomes overdue. This proactive approach ensures that businesses stay on top of their cash flow and can take appropriate actions to address any payment issues.

Additionally, businesses can establish rules to advise or halt customer transactions based on predefined criteria. This not only helps enforce credit control policies but also provides an opportunity for businesses to request authorisation for further actions, maintaining financial stability and control.

Template Orders for Streamlined Processing

To expedite order management and minimise errors, businesses can utilise Template Orders. These orders consist of suggested lists of products that individual customers typically purchase. By using default products associated with a customer's account, businesses can ensure that commonly bought items are not overlooked.

Template Orders can also include predetermined quantities and special pricing, further streamlining the ordering process. This functionality saves time, reduces manual effort, and improves order accuracy, contributing to overall operational efficiency.

Efficient Invoicing and Statements

To facilitate seamless financial transactions, businesses can leverage an ePOD mobile app which can print or email invoices and statements. Van sales can be invoiced immediately, and the option to print or email invoices gives businesses flexibility in delivering them to customers. By categorising customers based on their status, businesses can select the appropriate billing and statement types, further customising the customer experience.

Automating the invoicing and statement generation process saves time and ensures accuracy, enabling businesses to maintain control over their cash flow. By providing customers with timely and accurate financial information, businesses foster trust and transparency, strengthening customer relationships.

Effective Customer Notes and Real-time Notifications

To enhance route planning, scheduling, and overall order processing, businesses can utilise customer notes. These notes serve as instructions or messages regarding specific customers or sales orders, allowing businesses to communicate important information to sales representatives. Additionally, any updates made at delivery locations can be recorded as site visit notes for specific routes, enabling businesses to track and manage customer interactions effectively.

Furthermore, configuring alerts and notifications helps businesses stay informed about any concerns or issues that require immediate attention. By automating alerts and reports, businesses and their customers can be instantly notified about crucial aspects of the business, such as estimated time of arrival (ETA) for deliveries, proof of delivery (POD), and invoices. These real-time notifications expedite the order-to-cash cycle, reducing working capital requirements and improving overall operational efficiency.

Emailed Proof of Deliveries

Once a delivery has been fulfilled, businesses can streamline the order-to-invoice process by receiving invoices, signatures, and photos electronically. These documents can then be compiled and exported to the organisation's accounting systems, ensuring seamless integration and reducing manual effort. Additionally, emailing electronic proof of deliveries (ePOD) to customers expedites the invoicing process, enhancing customer satisfaction and reducing administrative overhead.


Implementing best practices in customer management is essential for businesses in the UK to streamline operations and enhance customer satisfaction. By efficiently handling customer workflows, offering self-service portals, customising processes for individual customers, managing credit terms effectively, utilising template orders, automating invoicing and statements, leveraging customer notes and real-time notifications, and emailing proof of deliveries, businesses can create a seamless and exceptional customer experience.

These strategies and tools not only optimise operational efficiency but also strengthen customer relationships, driving long-term growth and success. By prioritising customer management and embracing digital solutions, businesses in the UK can stay ahead of the competition and deliver unparalleled value to their customers.