Case studies

Real systems for real businesses.

See what changes when a company moves from spreadsheets to a system built for it.

Hygienic Services

From spreadsheets to one connected business system

A Zimbabwean company offering pest control, cleaning, gardening, refuse collection, hire and contract services to commercial, retail and industrial customers.

'Waiting on me' screen listing every pending costing, invoice request and leave approval in one place

The challenge

Costing sheets were kept in separate Excel files for each service. Quotations were retyped and emailed by hand, invoice requests reached finance informally, HR records sat in paper files, and managers chased pending tasks by phone and chat.

What we built

One web-based system with role-based access for requesters, admins and viewers:

  • Costing sheets in the company's own formats for pest control, ad hoc, contract and refuse collection work
  • One-click conversion of costings into branded quotations, emailed directly to customers
  • Invoice requests per cost centre (Commercial, Retail, Ad-Hoc, Gardening, Industry, Pest Control, Hire) for new contracts, adjustments and terminations, confirmed by finance
  • HR records for each employee, with contracts, job descriptions, performance evaluations and leave requests
  • Automatic email reminders for pending actions
  • Search across past costings, quotations and requests
Inside the system

One login, four connected modules

Screens shown with demo data. Tap any screen to see it full size.

1 · Costings and quotations

Costing sheets in the company's own formats

Staff pick a template (pest control, ad hoc, contract or refuse), add products and labour, and the system works out admin cost, mark-up, VAT and commission. One click turns the costing into a branded quotation emailed to the customer.

Costing sheet with line items, labour and a live price chain Searchable list of costings with status: draft, quoted, sent, accepted
2 · Invoice requests

Invoice requests that finance can confirm

New contracts, adjustments and terminations are raised per cost centre and move through draft, submitted, authorised and invoiced, with a live dashboard of what's waiting and what's been billed.

Invoicing dashboard showing pipeline of requests by status Invoice request list filtered by status, type and cost centre
3 · Contract register

Every client, contract and renewal in view

Each client has one file with contacts, sites, contracts, documents and a full adjustment history. The contract dashboard flags what's expiring in the next 30, 60 and 90 days, so renewals are never missed.

Contract dashboard with monthly value and contracts expiring soon Contract page with renew, extend and terminate options
4 · Human resources

HR files and leave, off paper

Every employee has a digital file with contract, job description, evaluations and leave balances. Leave is applied for online, approved by the supervisor and processed by HR, with automatic reminders.

HR dashboard with headcount by cost centre and leave awaiting approval Leave approvals list with approved and processed requests

The results

Faster quotations

Costings convert to branded quotations in one click.

Hours saved every week

No more retyping or chasing tasks by phone and chat.

Full approval history

Every request tracked, instead of lost in chat messages.

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