Complex quoting processes within a corporate group
Our case study explores the challenges that different approaches to quote preparation create within a steadily expanding corporate group, and how we addressed them using xFLOWer while keeping compromises to a minimum.
The challenge
As the corporate group expanded, an increasing number of previously independent organizations were brought into a shared operational framework. Each member company prepared quotes using different methodologies and internal rules.
The goal was to manage these different operating models in a single shared system while continuing to support the specific requirements of each organizational unit.
The xFLOWer solution
Using xFLOWer, we established a unified quoting process that accommodates the group's different operational requirements while making quote preparation transparent, traceable, and ready for automation.
Initial situation
The facility management sector has seen a significant wave of digitalization in recent years. According to a 2020 Gartner report, 70% of facility managers already treat digital transformation as a strategic priority, as automation is key to improving efficiency and competitiveness.
One of Hungary's largest facility management companies expanded through several acquisitions. Its subsidiaries used different approaches to quote preparation, relying on Excel spreadsheets, email approval chains, and manually completed templates. These separate systems made reporting difficult, slowed approvals, and failed to provide management with adequate visibility.
This situation is not unique: a study analyzing procurement support systems highlights that digitalization aims to standardize, automate, and measure the entire process—from the initial request to payment. Nevertheless, many companies still use paper-based and email-based solutions, making operations slow, error-prone, and difficult to track.
The most common problems
- Parallel manual processes: duplicate data entry, a higher risk of errors, and lower efficiency.
- Lack of visibility: different teams cannot see one another's quotes, making consolidated reporting more difficult.
- Different corporate methodologies: subsidiaries use different templates and tools, hindering standardized operations.
- Slow approval processes: email approvals can take days or even weeks, causing delays.
The xFLOWer approach to the solution
The corporate group chose the xFLOWer workflow platform to standardize and automate its quote management and procurement processes. The platform is highly configurable, allowing each subsidiary's own processes to be integrated while delivering group-wide transparency.
Following implementation, the lifecycle of quotes and orders became transparent, auditable, and flexible. Templates and case duplication features significantly reduced manual workloads, while the supplier price comparison matrix made competing offers transparent.
Customer example and lessons learned
Implementing xFLOWer delivered results across several areas of the corporate group: template management for recurring quotes and case duplication saved time, the supplier price comparison matrix enabled better partner selection decisions, and recurring orders efficiently accommodated monthly requirements.
Industry examples
- At a medium-sized Hungarian manufacturing company, implementing workflow management with mobile approvals reduced request approval times by 40%.
- A regional logistics business established an internal marketplace, reducing procurement costs by 20%.
- By digitalizing its public procurement processes, a municipality achieved 30% shorter audit times and virtually error-free administration.
- A construction supplier's e-tendering system reduced the administrative burden by 50%.
Sustainability benefits
Digitalization not only improves efficiency but also offers sustainability benefits. Following a digital audit, an international airport reduced its energy consumption by 20% by implementing smart building technologies.
The use of IoT devices in facility management is growing by 25% annually, with sensors and predictive maintenance enabling proactive operations.
Artificial intelligence and predictive analytics can reduce costs by 10–20% in highly asset-intensive sectors.
Key takeaways and recommendations
These examples demonstrate that digitalization and workflow-driven operations are not a luxury, but a competitive advantage.
The first step is to map existing processes and conduct a digitalization audit. The audit identifies the points where the greatest losses or delays occur.
Choose a platform that:
- is highly configurable,
- supports templates and recurring transactions,
- integrates with ERP, SAP, and CRM systems,
- supports a phased, MVP-based rollout.
The success of digitalization should be tracked using key performance indicators (KPIs), including turnaround times, error rates, cost savings, and energy consumption.
Support from xFLOWer
If you face the challenges of manual quote management and want to standardize your company's processes, now is the time to go digital.
The xFLOWer team offers a personalized consultation and demo: we will show you how template management, the price comparison matrix, and integration work in practice, and help you plan the implementation steps.
Contact us and experience the benefits of modern workflow management: faster approvals, fewer errors, transparent decisions, and measurable results.