›Why "Commercial proposal & signature tracking" needs a structured workflow
"Commercial proposal & signature tracking" is a recurring business case in the energy & HVAC sector. Without a structured workflow, it runs across email, spreadsheets and scattered documents — generating delays, errors and audit gaps.
Utilyx models this process as an executable workflow, with conditional routing, multi-level validation, automatic PDF generation and legal archiving. Every step is traced, every decision is logged.
›The automated workflow
The process designer models the journey as connected nodes:
- Intake: the commercial proposal (quote, terms, lead times, options, financing) is assembled from the validated quote.
- Dispatch: the workflow sends the proposal to the customer with an e-signature link (eIDAS-compliant).
- Tracking: the workflow tracks events (opened, read, commented, declined) and notifies the rep in real time.
- Conditional routing: proposals unsigned after J+5 trigger an automatic follow-up; J+10 a sales call.
- Validation: the customer signs electronically, the workflow verifies identity and timestamps the signature.
- PDF generation: the signed contract and purchase order are produced automatically (usePDF).
- Archiving: the signed contract is filed in the CRM opportunity (useArchive) with full closing traceability.
- Notification: the rep, installer and manager receive the signature confirmation and the confirmed commission.
›Concrete benefits
Teams that automate "Commercial proposal & signature tracking" on Utilyx report processing time dropping from days to hours, full traceability of every decision, and zero missing documents — because the workflow blocks submission until required documents are present.
The business vocabulary (PAC, ISG, COP, SCOP, commissioning, PPF, MaPrimeRénov', CEE, QualiPAC, partner discount, commission) is built into the workflow, so the AI copilot can propose the right schema directly without the user having to re-explain their business.
›The workflow in real time
Every node is executable, every branch is testable. Visualize the actual flow of your data while you design.
›Measured gains after automation
Temps de devis pompe à chaleur
Before
5 jours
After
4 heures
Taux de conversion lead-to-signature
Before
18%
After
48%
Taux de renouvellement PPF
Before
62%
After
87%
Temps de commissioning
Before
3 jours
After
1 jour
›How to automate this process — step by step
Capter et scorer le lead
Le lead entre via le web, un salon ou une recommandation partenaire — le copilote IA score la qualité (profil bâti, âge chaudière, budget, éligibilité subventions) et route vers le commercial ou l'installateur partenaire.
Devis et signature
Le copilote IA propose le dimensionnement et le prix depuis les données du bâtiment, le commercial valide la marge, le devis est envoyé avec signature électronique eIDAS et suivi automatique.
Mise en service & commissioning
L'installateur saisit la check-list de commissioning sur tablette, le PV et la facture sont générés (usePDF), le contrat PPF est activé automatiquement.
Renouvellement & revenu récurrent
Le workflow détecte les contrats PPF arrivant à échéance, propose le renouvellement avec upsell (montée de gamme) selon l'historique SAV et la télémétrie ISG.
Archiver et mesurer
useArchive classe chaque dossier (lead, devis, contrat signé, commissioning, PPF) avec traçabilité complète du pipeline commercial et du revenu récurrent.
›Return on investment
Frequently asked questions
How long does it take to deploy the "Commercial proposal & signature tracking" workflow?
A business analyst can model and deploy it in a single session, either manually in the designer or by describing it to the AI copilot.
Can the generated document be legally archived?
Yes. useArchive stores the PDF in a tamper-evident archive with a full-text index, meeting audit and retention requirements.
Ready to automate your processes?
Utilyx lets you design, automate and orchestrate your workflows visually — with an AI copilot, OCR, PDF generation and legal archiving. Start in minutes, not weeks.