A new xFLOWer solution supports a complex quotation management project at DOME Facility Services Kft.
Initial Situation
DOME Facility Services Kft., in collaboration with BADATECH Solutions Kft, approached Click On Hungary Kft. to establish a structured, transparent and automated quotation management system.
The group had already implemented a high-capacity, comprehensive ERP system, but quotation requests and follow-ups were not managed through workflows.
This resulted in several challenges:
The group's matrix management model relies on a complex approval structure in which both technical and multi-level financial approvals play an important role. This process was not effectively reflected in the existing ERP system. As a result, approving quotations was time-consuming and required extensive internal coordination and email exchanges.
For incoming quotation requests, the group also requested quotations from its suppliers and subcontractors, but these were not managed consistently.
The existing system did not generate quotations in PDF format, so consistent branding and document management could not be ensured.
Objective
The project aimed to make quotation management workflow-based and integrate it seamlessly into the company's overall business operations.
The planned solution would:
Manage outgoing quotations and the related requests for and management of subcontractor quotations within a single process.
Enable the selection of the best subcontractors and straightforward comparison of quotations.
Coordinate departmental collaboration, approval routes and levels of responsibility across the group.
Standardize processes while retaining the flexibility to accommodate differences within the group.
The Solution – Built on xFLOWer Workflows
In xFLOWer, quotation management became a fully integrated process connecting:
the preparation of outgoing quotations,
the collection and evaluation of subcontractor quotations,
and the subsequent stages of ordering and fulfillment.
Within the system:
Quotations are generated automatically in PDF format with the appropriate branding.
Approval routes are configurable, allowing each company and organizational unit to approve quotations according to its own operating procedures.
Permission and access rules were designed to be flexible and reflect the organizational hierarchy.
The integrated process also allows orders and fulfillment to be incorporated into workflows. The resulting data has already laid the foundation for automating project and subcontractor settlements.
Challenges and Solutions
| Challenge | Solution |
|---|---|
| Different processes within the group (e.g. approval routes, branding) | Every process parameter can be customized to meet actual business needs, without compromise. |
| Managing permissions and access | A flexible permissions model that reflects the organizational hierarchy while retaining flexibility. |
| A continuously expanding group | New group companies are easy to integrate and can be brought into the unified process quickly through workflow configuration. |
Client:
DOME Facility Services Group Kft.
Project objective:
A process for managing complex quotations
Start of collaboration
2025