Axdif | Our Case Study

Hardware Supplier Company

Company Industry : Hardware Supplier

Challenge

The company previously utilized a manual sales reporting system, which proved inefficient because it required physically attaching sales receipts and delivering them directly to management.
The leader encountered the challenge of monitoring sales activities directly, and they manually converted the report data into Excel. Then, it led to process inefficiencies.

Solution

Axdif provides flexible attendance features in various locations, supports double recording through Activity Record, and allows the attachment of supporting documents as proof of attendance
Axdif's Task Management feature can be customized to fulfil sales reporting demands and can be accessed via mobile. It ensures that market canvassers' daily reporting is easier.

Overview

One of Indonesia’s leading hardware suppliers has built a strong reputation in the B2B market for distributing high-quality hardware tools and equipment nationwide. It is the authorized distributor of several reputable brands and offers a wide range of products, including welding machines, air compressors, and vacuum cleaners.

The company has developed a strong operational infrastructure to support its broad product distribution and maintain service excellence. With centralized management and multiple operational sites, it also partners with a wide network of service centers across the country. This extensive network enables efficient service to partners and customers in various regions.

However, managing an increasingly dispersed field team became a growing challenge as operations scaled and the regional footprint expanded. The increasing complexity of daily operations created an opportunity to adopt more efficient and scalable methods beyond traditional, manual approaches.

These limitations became especially evident in the sales reporting process. Sales representatives had to physically attach printed receipts to handwritten reports and submit them directly to the office. This process was time-consuming, inefficient, and prone to delays, hindering the company’s ability to operate with agility and accuracy.

While this method provided a degree of structure, it proved inefficient as the business scaled. The leadership team lacked real-time visibility into field activities and had to consolidate data into Excel spreadsheets manually. This situation led to increased administrative workloads, delays in performance analysis, and slower decision-making cycles.

These challenges highlighted the critical necessity for more timely, accurate, and accessible data to support operational decisions. Access to real-time insights would empower managers to address on-the-ground issues promptly and respond more effectively to shifting market dynamics. It became clear that the company needed a more innovative, scalable solution to keep pace with its growing operations.

Enhancing Field Efficiency Through Mobile Reporting and Flexible Attendance Tracking

To address these operational inefficiencies, the company implemented Axdif, a cloud-based platform to digitize and streamline field operations, including task management and employee attendance tracking. With its mobile-first design and real-time capabilities, Axdif enabled the organization to modernize its reporting system and enhance overall field efficiency.

As a first step, the GPS-enabled mobile attendance feature was introduced, allowing sales representatives to record attendance from any field location in real time. This eliminated the need for manual attendance records while providing supervisors with immediate oversight.

One of the benefits of the mobile attendance feature is the Activity Record module. It enhances tracking by time-stamping and geotagging each visit. With the option to attach supporting documents such as photos or receipts, It ensures full traceability and accountability by the management.

Managers now have the advantage of real-time insights into the number, timing, and duration of each visit. This enhanced visibility empowers them to support teams proactively, optimize performance, and make timely decisions without depending on delayed summaries or manual spreadsheets. The result is a more responsive, efficient, and well-coordinated field operation.

Real-Time Visibility, Improved Accuracy, and Greater Efficiency

Once the attendance process was successfully optimized, the organization moved forward with enhancing its method of business process reporting. It activated Axdif's Task Management feature to connect employee attendance with their daily task activities. This enabled the capture of daily operations across field teams. The system was configured to align with the organization’s specific operational structure, assigning custom workflows to each team member based on their regional responsibilities.

Each reporting workflow included mandatory fields that employees were required to complete, such as store name, outlet type, and detailed product information. This approach successfully eliminated discrepancies in field data and significantly improved the accuracy of information from various locations. The structured process ensured timely, comprehensive, and consistently standardized submissions across all regions.

Field staff could submit reports anytime, from any device—whether on-site, in transit, or between appointments. This mobility removed the need for them to return to the office solely for administrative tasks, providing greater flexibility and accelerating the flow of critical data to headquarters.

From a managerial perspective, this structure and digitalization process provided real-time, high-quality insights into field activities. Accurate and consistent data allowed managers to assess performance, identify issues early, and respond swiftly with targeted support. The result was enhanced operational agility and stronger alignment between field execution and broader strategic objectives.

In conclusion, the adoption of Axdif marked a significant turning point in overcoming the inefficiencies of manual sales reporting and attendance tracking. By digitizing field operations with features like GPS-enabled mobile attendance, the Activity Record module, and customizable task management, the organization gained real-time visibility, improved data accuracy, and streamlined daily workflows.

These enhancements also improved administrative processes and delivered real-time, actionable insights to managers. This enabled faster, more strategic decisions that boosted productivity, enhanced team performance, and supported ongoing growth across all operational areas.

The transformation allowed the organization to operate with greater agility, ensure consistent reporting across regions, and strengthen the alignment between field activities and organizational goals. With Axdif, it is now well-positioned to scale operations efficiently while maintaining high standards of service and performance in a competitive market.

With Axdif, the company is now well-positioned to scale its operations efficiently while maintaining high service and performance standards in a competitive market.