A Case Study
This case study will cover the business’s migration process, and its components, from a CRM type of centralized system to the ApiHawk Billia engine. The entire process is in any event custom and depends on the business needs of the company and their scalability. The specific example provided in this case study describes the migration from SalesForce to Billia, where the client is the company CommuniGate.
Please note that this study does not have the purpose to enforce Billia engine on companies and businesses using CRM platforms, rather it outlines the possibility and process of a migration to Billia, whenever needed.
CommuniGate Systems has been using the services of the CRM system SalesForce for more than 15 years. The reason for the migration has no relation to their experience or opinion on SalesForce. It has rather been necessitated by their business model change, from being an offline seller to becoming an automated online seller.
It is important to note this, as SalesForce and Billia are two different softwares, with different end goals. Despite Billia incorporating all CRM functionalities, its focus is on securing sales and providing better shopping experiences. In this situation, SalesForce wasn’t able to provide the functionalities needed and instead, an automation and billing software, like Billia, became a more suitable solution.
After successfully conducting such a migration, as described further in this article, we are now completely positive that the Billia engine is capable of superseding any CRM software. Nevertheless, this migration is intended mainly for enterprise companies, who are interested in developing a better customer relationship, establishing a wider client base online, increasing their revenue, and having one central system to manage and maintain all processes and panels.
1. Custom migration script
Migrating to the Billia engine requires the use of a custom software. This means that each time a custom script is developed for the company in question that is migrating. This is done due to the fact that enterprise clients have very specific needs and criteria for any software they use. Our job is to meet that criteria. Unfortunately, there is no way to automate the migration processes, use plug-and-play actions or a standard script. This is why our developers converse with the client company as long as needed, gather their requirements, and finally develop a script, unique for that client’s migration process to Billia.
The script is designed to map the various components of the CRM platform, after which it standardizes them, prepares them, and finally imports them to Billia.
2. Features adjustment
In the case with the current company’s SalesForce configuration and Billia, the two systems operate completely differently. SalesForce works with “leads” and “opportunities”, which are not functionalities that Billia incorporates.
Hence, the company using SalesForce did not use any product standardization. Instead every customer of theirs was offered a custom service on a constantly varying price. The initial migration process could have been to simply create all of these thousands of custom products in Billia. However, this is a very risky process to undertake, as such product base and catalog fragmentation could prove problematic for the future management of the company.
This led to the decision to instead customize the mapping process in a very unique way, where the “leads” from Salesforce became “customers” in Billia, and the “opportunities” were converted to “purchases”. All features, already existing in Billia.
The SalesForce “opportunities” were migrated with their respective statuses, again converted to Billia-equivalent ones, for example:
- “Closed-won” became “Active” and paid in Billia;
- “Closed-lost” became “Canceled” and not paid in Billia.
3. Migrating all data
In the case with SalesForce, its entire data was comprised of customers (leads), purchases (opportunities), attached files, notes, labels, and options. The migration itself used every Billia functionality and took ~10 hours to complete.
To ensure a smooth migration, the process was split in two stages:
Standardizing the data - For the first stage, the direct CSV exports of SalesForce were used and the data from it was standardized in a temporary database. The reason for this is, that Billia has to work with such normalized data, in order to be able to after that automate system processes. Data standardization is also important due to the fact that each purchase is comprised of many orders, notes, attachments, labels and options. One purchase’s entire data is located in multiple SalesForce exports, so these needed to be analyzed, in order for their data to be compiled in a way that each entity (purchase) was sorted with its own information and documents.
Importing the data - For the second stage, the standardized data was imported into the respective Billia direction. In order to guarantee maximum processing speed, the import was directed through Billia’s core files.
For the customers (leads) and purchases (opportunities) files, APIs were not used, due to the latency of the HTTP protocol and the respective delay of the entire stack. The upload of all files (attachments and notes), however, was generated through the APIs of the Document Manager module, in order for them to be successfully uploaded to its S3 storage. This action was taken due to the large number of all attachments - 52 000, totaling more than 4GB.
4. After the data migration
After the data was migrated to Billia, the next steps are all up to the client company. They would need to create their new Billia Product Catalog, were instead of each product being with a custom price, they can create various types of Products and various types of discounts attached to them. These new Products would be now standardized and defragmented, which would enable their system processes to be automated.
After that, the new Sales strategy would need to be outlined, as well. Whether it will involve again custom offers, or only standardized products, it would depend entirely on the new business model of the company and their preferences.
Benefits from migrating to Billia:
Billia is an automation and billing software that, after migrating to it, the benefits it could bring to the company could be numerous, for example:
- The company will be able to freely create and configure products;
- Their users will have their own Customer Panels;
- Their users will be able to manage their services and purchase new ones easily;
- The sales process will become autonomous from then on, where no actual Sales representative would be needed any more, thanks to Billia Store;
- Business processes would become more cost-efficient;
- Sales effort and Operations effort would be decreased;
- Any procedures and system processes, that the company prefers, could be automated;
- Administration over the centralized system will become more flexible, easy to manage, and less time-consuming;
- The new business model of the company will have more options for custom branding and advertising.