Moving from fragmented files to a precise knowledge base at Spyrosoft eCommerce
Key results:
+10% Sales Increase
4h less on every quote
Easy quotes comparison
Łukasz Gawroński
CTO at Spyrosoft eCommerce
“Apropo allowed us to move from shared Excel files that always go missing to one centralized and structured place for estimation. Now everyone involved in estimation has access to all past and current work and their status. This not only saves time, but allows us to always give our clients the most accurate offers. Additionally, thanks to the elements library functionality, less experienced team members have lesser chances to miss important elements of our offers.”
What is Spyrosoft and what's your role there?
Spyrosoft is one of Poland's biggest csutomer software development services providers, based in Wroclaw, Poland. We are specialized in eCommerce. I am working as a CTO of company's eCommerce division.
The Challenge: Chaos in estimates and their versions
We were quoting projects in Excel. We were trying to address the following problems:
Estimates all over the place - estimates flying all over the company. No one knows which version is the final and if the file we’re looking at is the right one.
Estimating the same thing from scratch again - many times, we caught ourselves scoping and estimating components that were estimated 100 times before in other quotes. However, we couldn’t reuse this knowledge because we had no structured and easily accessible repository for this knowledge.
Increase accuracy - we also wanted to increase the accuracy of our estimates, especially the ones done by less experienced team members.
The Solution: Centralized hub for all estimates, their versions and components
Apropo helped to solve each of them in the following way:
Centralized repo for all estimates - we finally got a single, centralized repo for all our estimates. We can clearly see what projects are currently in the pre-sales phase, their status and all their version with clear change track and indication which one is the one up to date. This saves huge amounts of time on simple activities like searching for a file over the emails and drives and trying to figure out which version of it you should work on.
Reusable components builder & repo - we can finally save and reuse repeatable components of our estimates, like e.g. basic Magento configuration, CRUD, cart & checkout, etc. Now, instead of breaking down and estimating from scratch repeatable components like basic Magento configuration, we just load this component to the project, together with all its subtasks, their descriptions, dependencies and estimates. This speeds up our quotes incredibly.
Templates & reusable components increased accuracy - ability to create templates that include our predefined quoting rules, such as set of project risks, formulas for PM and QA calculations, as well as library of repeatable components, helped us to improve the estimate accuracy. Now, it has become almost impossible for people to send an offer that misses respective project risks or calculation of support roles.
The implementation has transformed the pre-sales workflow from a manual chore into a strategic asset, providing a professional image that aligns with Spyrosoft's global standing.
What are the 3 top benefits you observed?
10% sales increase
We observed a 10% conversion rate increase over 1 year.
4h less on every quote
We reduced time spent on every quote by 4 man-hours on average.
Control & standardization
We enforced standardization and repeatability of our quoting process, spending much less time on reviewing the estimates and fixing the errors.
What are the 3 top Apropo features for you?
Library
Library of reusable components allows us to significantly speed up our estimates.
Dashboard
Kanban dashboard with all our quotes helps us to quickly browse and filter through all our quotes and their statuses.
Buffers
Buffers functionality allows us to easily save different sets of project risks per different project types and enforce applying them.
Do you recommend Apropo for other software agencies?
yes
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