Dalla Vecchia Group: document digitalization serving agricultural and industrial machinery
Fully digital sales, rental and vehicle records with ARXivar NEXT (ADA.DPM), integrated with the Concerto DMS and enhanced with QR codes via ARXlink.
Three generations serving agriculture and industry
On the market for three generations, Dalla Vecchia Group is a well-established player in the sale, rental and servicing of agricultural and industrial machinery, with over 55 years of experience.
With 6 locations across Verona, Mantua, Padua, Rovigo, Venice and Vicenza and a team of 70 professionals, it guarantees high-level service, confirmed by ISO 9001:2015 certification.
Eliminating paper and automating the entire sales cycle
The goal was a document management solution capable of eliminating manual handling, drastically reducing paper and automating the entire sales cycle, monitoring every stage of contracts and business cases.
ARXivar NEXT had to integrate with the company’s Concerto DMS to automatically retrieve data and documents, and digitalize the existing paper archive into a single system that could be consulted and shared.
Tasks, blocks, masks and automatic archiving
The project introduced the tools that govern the company’s workflows.
From contract to delivery, with payment and parts
The process starts with archiving the contract (scan or mask) and triggers a task for the back-office team, who complete the information and approve or reject the request, integrating data on parts, pre-delivery and monitoring. If approved, the system automatically notifies the customer and activates the related processes.
Payment management covers direct payment, external financing and financing through partner providers; for in-house financing, document collection, communications, verification and receipt of the approval are automated. Parts and pre-delivery flows are linked to the DMS, with workshops and branches operating within the workflow up to payment verification.
Automatic financial analysis before approval
The request is filled in by the customer through a Web App and sent to a monitored mailbox: ARXivar NEXT captures, archives and classifies it, starting the workflow. Before assignment to operators, the system carries out a preliminary check on the customer’s financial reliability.
The outcome is notified to operators, who attach the financial report and proceed with the evaluation: if positive, final approval is triggered, otherwise the case is rejected or subjected to further checks, reducing risk.
Digital vehicle file with QR code via ARXlink
The record is created by entering the declaration of conformity through a dedicated mask, automatically generating the vehicle’s digital file, which can be enriched with technical, commercial and administrative documents.
Once completed, it generates a unique link via ARXlink and a QR code that can be displayed on the vehicle: with one scan, customers and operators access all the information, always up to date without changing the link.
What changed for Dalla Vecchia Group
More control over sales processes
Case status always monitored: delays, anomalies and pending activities identified quickly.
Automation of rental requests
Structured workflows reduce manual work and increase confidence in financial evaluations.
Centralized document management
All documentation in a single system, accessible and shareable across locations and departments.
Fully digital vehicle records
Paperless documentation available via QR code, with files updated in real time.
Less paper, more efficiency
Fewer paper documents, better data quality and faster day-to-day activities.
“Adopting ADA.DPM was a challenging project that brought our digital assets “to life”, involving every level of the company. The document management system has significantly improved data quality, monitoring, sharing and integration, introducing the Workflows with which we have automated and optimized document lifecycles. Satisfied with our choice and the results already achieved, we’re not stopping here: we want to make even greater use of the software’s potential.”
Luca Dalla Vecchia — CEO, Dalla Vecchia Group