CASE STUDY
How SSI SCHAEFER automates its quotation process with Templafy
“Templafy saves us two business days per document. We’re saving over 13,000 work hours each year across teams. That’s about 550 working days. That’s huge.”
Franziska Malev
Quotation Tool Administrator, SSI SCHAEFER Group
INDUSTRY
Intralogistics
FOUNDED
1937
EMPLOYEES
8,600
Improved efficiency through innovation
As a leading global solution provider for all areas of intralogistics, SSI SCHAEFER Group is responsible for managing a diverse product portfolio and a broad customer base that requires customized solutions. The company was looking for ways to improve its quotation process, which was becoming time-consuming and less efficient, leading to challenges in sales and customer support.
They sought a solution that could enhance workflows, ensure consistency, and support compliance with country-specific legal requirements—all while being easy to use for employees across multiple departments.
We had the opportunity to speak with the team at SSI SCHAEFER to learn how they transformed their quotation process with Templafy. They walked us through how the platform helped streamline workflows, enhance cross-team collaboration, and improve overall document quality. Joining the conversation were Franziska Malev, Quotation Tool Administrator; Sarah Borngräber, Head of Program Strategy and Execution; and Anna-Lena Baunach, Application Engineer.
The challenges
- Inefficient and overly manual quote creation process
- Lack of consistency in branding and final document formatting
- Outdated and frustrating systems that hindered productivity
- Siloed work negatively impacted document quality and collaboration
The results
- 13,000 work hours saved yearly across multiple teams
- Improved document consistency and branding
- Enhanced collaboration through seamless content sharing across teams
- More accurate content and data create higher-quality business documents with fewer errors
- Greater employee satisfaction with more efficient and collaborative document creation processes
What was your quote generation process like before Templafy?
Franziska: We used to have an internal macro tool in Word which was functional but quite time-consuming. We sometimes had to manually review lengthy offers, search for prices in another tool, and check Confluence pages. Often, we’d also need to reach out to colleagues for additional information. The process lacked consistency in design, which sometimes led to errors.
What made you choose Templafy?
Franziska: We wanted a solution that could both automate our processes and was user-friendly. Templafy stood out because it looked fresh and modern, and included features that allowed us to simplify the quotation process and pre-filter content based on what was needed.
Sarah: We chose Templafy because it met our needs as a global company perfectly. Our customers have unique and often complex requirements, so we need flexibility in how we create and structure quotations. At the same time, we have to ensure compliance with country-specific legal standards and maintain a consistent, professional design. Templafy makes this easy by allowing us to quickly turn a wide range of text templates into well-structured, user-friendly quotations, tailored to each situation.
How have your workflows and processes changed?
Anna-Lena: Templafy has helped us work more efficiently. It’s helped us standardize our templates and streamline collaboration. Since we started using Templafy, we’ve experienced a significant improvement in our lead time and a reduction in errors.
Franziska: It’s been transformative. Now, we can pre-filter offers, so users only see the sections relevant to their needs. The templates ensure consistent branding and save us a lot of time.
“Templafy has completely transformed how we create quotations. The process is faster, and all department-specific details are automatically included, which reduces risks and ensures accuracy.”
Sarah Borngräber
Head of Program Strategy and Execution, SSI SCHAEFER Group
What has been most surprising since introducing Templafy?
Franziska: Templafy has really helped people use Microsoft Word in a completely new way. They’ve realized it’s more than just a tool for making text bold or italic—it’s a powerful platform for creating meaningful, well-structured documents.
On top of that, the collaboration between different departments has really improved. Since introducing Templafy, our Customer Service and Logistics Solutions teams work more closely together and can share content effortlessly. Our offers look much more professional with a unified design, which enhances our brand image for customers.
Sarah: Templafy has completely transformed how we create quotations. Now, every document has a consistent and professional look, making it easier for both customers and colleagues to navigate. The process is faster, and all department-specific details are automatically included, which reduces risks and ensures accuracy. It’s also been a game-changer for onboarding—new employees can get up to speed quickly and start contributing right away.
What has the response to Templafy been like?
Franziska: Initially, people were afraid of learning something new. I think there was a feeling like, “Oh no, not another new tool.” But that really quickly changed to, “This is such a big improvement.”
The interface is intuitive, so new employees only need help with the installation. After that, they can start using Templafy right away. We’ve also created a Confluence page with basic information to support first-time users, but honestly, most people pick it up directly because it’s so straightforward.
“Initially, people were afraid of learning something new… But that really quickly changed to, ‘This is such a big improvement.’”
Franziska Malev
Quotation Tool Administrator, SSI SCHAEFER Group
What advice would you give to other companies considering Templafy?
Franziska: Get a strong implementation team that includes IT, content managers, and dedicated admins. Define roles like key users and text owners to keep the process organized. And most importantly, don’t be afraid to embrace new technology. It’s a fresh start that can make a huge difference.
What’s next for SSI SCHAEFER?
Franziska: Moving forward, we’re planning additional integrations with Templafy. In addition to Salesforce and Sharepoint, we’d like to integrate Templafy into our internal calculator tool, which we hope will help us automate even more of our internal processes. We’re also looking into different use cases for the AI Assistant and I’m excited to see how that can help us further improve efficiency.
The solution
Centralized asset management
Company-approved templates, messages, and visual elements all updated in real-time.
Rapid onboarding and engagement
Enthusiastic, company-wide adoption due to the platform’s usability and effectiveness
work hours saved each year across both teams
About SSI SCHAEFER
The SSI Schaefer Group is a leading global solution provider for all areas of intralogistics. With innovative technologies and software, the family-owned company empowers customers to increase the efficiency and sustainability of their storage, picking, and transport processes.