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Customer Story
Sep 30

Scaling office-as-a-service business by automating sales materials and quotes

Managing Director Technology at SleevesUp! Spaces

This success story, shared by Sebastian Fuss, Managing Director at SleevesUp!, illustrates the transformative impact of automating document workflows on business efficiency and scalability.

Further in the article:

SleevesUp!: what we do

SleevesUp! is a leading provider of innovative and flexible serviced offices, with 13 locations in 10 cities across Germany and more than 10,000 sqm of total space. We offer a wide range of modern workspaces, from fully equipped office spaces and professional conference rooms to coworking options in shared environments. Companies of all sizes benefit from complete flexibility and premium amenities every day, enabling them to successfully implement their projects with a focus on modern and prestigious working environments.

The challenge: eliminating manual errors in document workflows

With a growing number of locations and customers, manually creating sales materials and other documents was no longer scalable. Every small change in information required updates in too many places.

Creating quotes in Word and updating sales materials became extremely time-consuming. Additionally, manual processes increased the risk of human errors, such as typos, misplaced commas, or transposed digits.

The solution: Plumsail Documents for brand-compliant document automation

We started with the Microsoft Power Automate platform and moved all information into a database. However, the included document creation and conversion capabilities did not meet our needs. In particular, embedding our custom font was not supported by many of the available solutions, leading to documents that did not comply with corporate design standards.

After reviewing supported connectors and searching for alternatives, we decided to try the Plumsail Documents connector for Power Automate. It allows us to create PDF documents from HTML, DOCX, and PPTX files, as well as generate HTML, DOCX, and PPTX files based on templates.

Plumsail Documents action in Power Automate  

The main driver for trying Plumsail Documents was its support for custom fonts when generating PDF files. The “Folder” pricing option made it easy to start without a significant financial commitment.

With the Plumsail Documents connector, our team now automates the generation of always up-to-date sales materials with the latest features, prices, and more.

We significantly accelerated the generation of quotes and other standardized documents. For the latter, we built a custom interface that allows our employees to create documents with just a few clicks, completely eliminating any manual lookup tasks for prices, addresses, etc.,

Sebastian Fuss
The approximate productivity increase is about 70-80%. Previously updating sales material required manually opening 3 different files, updating the same information in all of them, saving the files as PDF, and copying over the PDF files to the file share system. Now any change of information in the database triggers the generation flow, a few minutes later we have the updated PDF file in our file share system.
Sebastian Fuss, Managing Director Technology at SleevesUp! Spaces GmbH

The result: reducing quote creation time by 70-80%

We can only provide estimates, but creating a quote used to take around 20 minutes before automation. Now, it takes around 5-6 minutes, including the time for the server to generate and deliver the file.

As for the sales materials, we now only need to update a piece of information in the database and trigger the generation flow. A few minutes later, we have the updated PDF file in our file share system. Previously, updating sales materials required manually opening three different PPTX or DOCX files, updating the same information in all of them, saving the files as PDFs, and then copying the PDF files to the file share system. The estimated productivity increase is around 70-80%.

Get started with Plumsail Documents

Inspired by the success of SleevesUp!? Try all the features of Plumsail Documents with a 30-day free trial.

If you have any questions, feel free to book a free call with our team.