Eliminating version chaos and bringing transparency to Robokat

Software Agency

PIM

Poland

1-10 employees

Key results:

Conversion Rate Increase

More Involved Clients

Single Source of Truth

Tomasz Grzywacz

CEO at Robokat

"Apropo allows us to create complex and multi-variant offers in a professional and transparent form. In addition, clients themselves can turn individual options on and off and see their impact on the price immediately. And finally, we have one link to the offer with all its versions instead of repeatedly sending corrected versions - an end to the chaos of versions in emails!"

What is Robokat and what’s your role there?

Robokat is a software development agency specializing in PIM (Product Information Management) system implementations, primarily based on Pimcore. They support manufacturing and trading companies in organizing, enriching, and distributing product data. I am working as the CEO of the company.

The Challenge: The Chaos of Manual File Versioning

We needed to align their quoting process with their core values of professionalism and clarity, moving away from fragmented communication methods that hindered the sales experience. We were therefore trying to address the following problems:

Email version chaos - Constantly sending revised Excel files back and forth via message threads created massive confusion over which quote variant was the final, up-to-date document.

Passive client negotiation - Prospects lacked a clear way to see the real-time financial impact of changing specific project features, which frequently prolonged our sales cycle.

Fragmented proposal tracking - Managing multiple complex technical specifications simultaneously made it difficult for our team to maintain a clear overview of our active sales pipeline.

The Solution: One Link, Total Clarity

Robokat transitioned their entire quoting process from Excel to Apropo.io to provide a professional, centralized environment for project estimations. This allowed them to consolidate all offer versions into a single, live link, giving clients the power to interact with their own project scope.

Centralized variant management - The platform consolidates all quote iterations under a single shareable link with an automatic track of versions, completely eliminating message clutter.

Dynamic client engagement - Providing interactive proposals allowed clients to independently toggle requirements on or off and see the budget impact immediately.

Streamlined pipeline visibility - The systematic overview tools enabled our sales team to instantly check proposal status and stay aligned without structural mess.

By adopting Apropo, Robokat ensured that their quoting process finally matched their "old-school" commitment to solid, straightforward business standards.

What are the 3 top benefits you observed?

Conversion Rate Increase

Our clear and transparent proposal presentation style directly improved our contract win rates.

More Involved Clients

Clients became actively involved in the offering process by interactively choosing the exact modules they wanted.

Single Source of Truth

We established a single centralized home for all our active estimates and historic change records across the agency.

What are the 3 top Apropo features for you?

Estimation table & versioning

Allows our team to build multiple custom quote variants and trace modifications effortlessly within a single file.

Interactive quotes

Empowers our customers to toggle requirements on or off and see the budget impact immediately.

Kanban dashboard

Provides a clean overview to monitor the current status and progress of every quotation across the company.

Do you recommend Apropo for other software agencies?

Highly recommended. It is an indispensable asset for any modern software development agency looking to accelerate its offer pipeline, remove version confusion from client communications, and win more deals with professional interactive proposals.