Make helps Docuten double the speed of custom documentation development
Learn how Docuten partnered with Make to cut development time in half while delivering a robust government-approved solution and growing their business.
Industry: Technology
Use cases: Workflow automation, information technology
Country: Spain
David Jordan, CPTO at Docuten explains that the company’s mission is to “make companies paperless”. As part of this goal, the Spain-based business offers a range of services such as digital signature processes and the sending and receiving of invoices.
David has been with Docuten for 18 months but the company’s founders started using Make back in 2016 - when Make was still known as Integromat. As a result, Make’s automation tools have been part of his daily life from day one.
“For me, it was part of the onboarding process because the Product team was already using it. So I became aware of it very quickly.”
David Jordan, CPTO at Docuten
The challenges
Docuten had several challenges they hoped to solve with Make. David explains that prior to using Make, they faced similar issues to many digital SaaS companies. “We have so many software providers,” he explains. Amongst these, he lists Docuten’s CRM system, a range of off-the-shelf marketing solutions, tools essential to deliver their unique services, and even daily administrative tools like email platforms. “Make is the best way for us to connect all of these,” says David. “It’s a great tool to connect different platforms”.
Beyond their own internal challenges, Make has proven invaluable for Docuten’s clients. As an example, David explains that a number of clients and potential clients in the food sector increasingly started to look to Docuten for a solution to a particular challenge.
Newly introduced Spanish AICA regulation required written contracts between primary producers and food chain operators to be registered in the Food Contracts Register (a Spanish government digital platform). This obligation applies to all food chain operators, from producers to retailers, and was expected to be very time-consuming - a huge challenge for Docuten’s already time-pressed clients.
The solutions
David explains how Docuten was able to harness the power of Make to offer a workable solution for his clients. The Docuten product team estimated that building a solution to generate the reports would take over two months. This meant that they (and their clients) would have missed the government deadline. It was at this point that one of the company’s developers struck upon the idea of using Make to deliver a solution faster.
The solution Docuten came up with was as follows:
Use Webhook triggers in order to call internal APIs and to connect different scenarios
Manage eight scenarios - three of them just to manage errors and exceptions. All of this instead of one big scenario
Use the Slack module to manage internal service alarms and to confirm (again internally) successful processes
Connect with APIs and government services through the HTTP module
Use the Postman module to manage notifications (internal and to customers)
Use the Google Sheets module to extract information for a specific use case for some customers
Use the Google Drive module to backup documents for a specific use case for some customers
“By using Make, we reduced the time to deliver a solution from more than two months to less than four weeks. Because of that, we hit the deadline and now we are the best-positioned solution for this use case in Spain.”
David Jordan, CPTO at Docuten
Not only were Docuten able to streamline the solution rollout time, but they now offer a fully automated solution for their clients.
The results
Docuten was able to deliver a niche product (B2G) for the food industry in record time. It was expected to take their team 8 or 9 weeks (around 600 hours) but by automating processes with Make, this timescale was cut to 4 weeks (around 280 hours).
Through this work, Docuten attracted over 50 clients (either existing customers acquiring the new service, as well as new customers) - a lot for a B2B startup whose customer base sits in the hundreds.
The product supports more than 100,000 operations per year. All of them are managed through Make for both communicating with the Department of Agriculture, Fisheries and Food and managing the response.
Docuten also uses Make to automate internal operations, saving hundreds of hours per year for their development team.
“We have more than 50 clients using the product. All of those are running Make scenarios. It’s a B2B product that is safe enough for our clients to use. We haven’t had any kind of problem at all.”
David Jordan, CPTO at Docuten
Why are Docuten and Make the perfect match?
David explains that Make’s solutions are so embedded within Docuten’s processes, that it would be difficult to imagine the company operating without them.
“If Make disappears tomorrow, we will have a big problem. We wouldn’t be able to deliver key solutions without Make. We don’t have the knowledge to provide solutions with other no-code or low-code tools. We don’t want to consider other tools. Make is reliable, it has enough components to design a really complex scenario, and that helps us speed up development.”
David Jordan, CPTO at Docuten
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