How Architectural Ceramics built the systems for a three-year growth plan
A leading supplier of ceramic tiles to architectural practices and corporate clients reviewed how it was using DataFlow, and found headroom it had not been using.
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- 3 yrs growth plan the systems had to carry
- 2× workforce targeted over that period
- 3× turnover targeted over that period
- 40,000 sq ft distribution warehouse in Birmingham
Inside Architectural Ceramics.
Architectural Ceramics (UK) Limited is a leading supplier of ceramic tiles and associated products to architectural and design practices and corporate clients across the private and public sectors. Established in 1988, the company operates out of a 40,000 sq ft distribution warehouse in Birmingham and employs 35 staff. It had been using DataFlow successfully to manage accounting, sales order processing and stock control for four years when Operations Director Tim Venner was appointed.
- Sector
- Distribution — ceramic tiles
- Established
- 1988
- Staff
- 35
- Site
- 40,000 sq ft, Birmingham
An ambitious plan, and systems to match it.
Aggressive expansion set the company on course to double its workforce and treble turnover in three years.
On his arrival, Tim Venner was tasked with reviewing the company’s existing systems and making recommendations — not only to improve efficiency, but to provide a platform for future expansion.
“We have a very ambitious growth strategy and unless we have robust business systems in place we won’t be able to meet our targets,” he said. With expansion plans on that scale, it was vital that the systems in place could handle the predicted increase in workload.
Architectural Ceramics were committed to an operating system that ran the business, rather than employees who ran a system, as that mitigated the risk of human error. Reviewing how DataFlow was being used, it became apparent there was additional value still to be had.
- A workforce and turnover plan the existing setup had to be proven against.
- Invoice turnaround dependent on a third-party factoring company.
- Reporting capability in the system that was not being fully used.
- Quotations produced outside the flow into sales order processing.
Use more of what was already there.
An upgrade, a CRM integration and a bespoke quotation system designed by DataFlow.
One change has already paid dividends: an upgrade to the latest version of DataFlow allows invoices to be exported directly to the third-party factoring company that handles customer accounts. According to Tim, this had a significant impact on the speed at which invoices are turned around. DataFlow also integrates with Maximizer, the CRM software Architectural Ceramics use.
The company already generates reports on orders by salesman, area, architect and contractor. To go further, they invested in a bespoke quote system designed by DataFlow: quotations are generated by a new Job File Manager directly into DataFlow, flowing through Sales Order Processing into the Sales Ledger, with contractor details picked up from the sales account records and invoices flowing automatically from sales orders via quotations.
- Invoices exported directly to the factoring company.
- Integration with Maximizer CRM.
- A bespoke Job File Manager generating quotations into DataFlow.
- Quotation → sales order → sales ledger → invoice, as one flow.
- Sales analysis by stock item and product group.
Faster invoicing, and a reporting base for the plan.
Scalability was the reason it mattered: DataFlow handles organisations of any size or structure.
The direct export of invoices to the factoring company measurably improved invoice turnaround. The new quotation system adds a reporting facility with sales analysis by stock item and product group — the information the company needs to support its growth plans.
Architectural Ceramics plan to expand the number of DataFlow users so the system is accessible to every employee. As Tim Venner puts it: “The way I see it, DataFlow will be a fully integrated part of Architectural Ceramics moving forward.”
| Outcome | Before the review | After the review |
|---|---|---|
| Invoice turnaround | Handled outside the system | Exported directly to the factoring company |
| CRM | Maximizer standing alone | Integrated with DataFlow |
| Quotations | Produced outside the order flow | Job File Manager into sales order processing |
| Sales analysis | By salesman, area, architect, contractor | Plus stock item and product group |
| Access | A subset of the team | Planned for every employee |
The system is quite capable of processing customer orders, ledgers and stock control and I want to be making the most of the flexibility and power that DataFlow has to offer.
What Architectural Ceramics run.
Order processing and stock joined to the ledgers, with CRM alongside.
Will your systems carry the next three years?
- No sales pitch
- 30 minutes
- We’ll ask about your business first
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