From quotation through project delivery to invoicing
Encotech is an environmental services and consulting company whose operations are built on two core areas of expertise: environmental compliance, expert services and consulting, and accredited laboratory measurements and testing.
By implementing xFLOWer, our aim was not to digitalize a single task, but to cover operations from quotation through project delivery all the way to invoicing.
In these operations, every delay poses a serious risk. Delayed handling of incident tickets, inaccurate status information or incomplete documentation can cause not only operational problems but also significant financial consequences.
The goal of implementing xFLOWer was to establish a workflow-based ticketing and task management environment that supports incident processing, remote and on-site troubleshooting, equipment replacements and continuous SLA monitoring.
The starting point
Previously, much of Encotech's business administration relied on Excel spreadsheets, document templates and manual coordination. The necessary templates were available for producing quotations, contracts and other documents, but managing and transferring data, tracking the progress of each case and identifying who had tasks to complete largely depended on individual attention.
At first glance, all of this can be described as one large process:
quotation → contract → project → tasks → invoicing.
During discussions, however, it quickly became clear that fitting everything into a single long workflow would not be practical.
The xFLOWer solution
In xFLOWer, we divided business operations into five independent but interconnected processes: quotation preparation, contracting, project management, task execution and invoice creation.
The key lies in the connections between these processes. An accepted quotation initiates contracting, an approved contract creates a project, individual project tasks launch separate execution cases, and billable work triggers invoicing processes. Data moves forward to the next stage along the way, eliminating the need to enter the same information repeatedly.
The project plays a central role: those responsible can see its associated tasks, their status and the invoicing position, while individual tasks can have their own assignees, deadlines and review processes.
Expected results
Above all, we expect the implementation to significantly reduce reliance on separate Excel spreadsheets and manually managed documents, and to minimize situations where the next step depends entirely on someone remembering to take it.
xFLOWer manages data in a structured way, automatically transfers it between interconnected processes, generates documents, assigns tasks and tracks case statuses. The system is also connected to Számlázz.hu, allowing the process to extend from service delivery through to invoicing.
Business impact
One important lesson from the Encotech project is that a single business journey does not necessarily have to be a single IT process.
Properly structured, interconnected workflows make operations more transparent while making individual stages of work easier to manage. Management no longer needs to piece together the overall picture from separate Excel spreadsheets and documents: the progress of each case can be tracked from quotation through delivery to financial closure.
We did not create five separate processes. We divided one business process into five manageable stages.
Client:
Encotech Kft.Project objective:
Establishing quotation and contract management, project management and invoicing processes