Scaling estimation accuracy and speed at The Software House

Software Agency

Fintech

Poland

200+ employees

Key results:

3x faster estimations

Single source of truth

Easier sales

Adam Polak

VP of Technology at The Software House

"Thanks to Apropo, we can estimate projects faster, with less risk. We have a single centralized source of truth about every estimate ever done, we are able to compare different solutions and better understand the impact it will have on a final cost. Additionally, our customers appreciate the possibility of turning off and on features, modules, or tasks, allowing them to understand the impact the given feature has on the final budget.”

Who is The Software House?

The Software House is a highly recognized custom software development company and a leader in building scalable digital products and cloud-native solutions for companies worldwide. I am working as the VP of Technology at the company.

What challenge were you trying to solve?

For a company the size of TSH, even minor errors in spreadsheets can lead to significant financial risks and operational chaos. We were trying to address the following problems:

Slow and risky estimations - Our previous process lacked a structured framework, making it slow to compile quotes and increasing the risk of human error during complex feature breakdowns.

Scattered historical data - Without a single repository for our historical project parameters, comparing different technical solutions or analyzing their exact cost impacts was highly inefficient.

Rigid and unengaging proposals - Our prospects struggled to understand how changing specific features or scope modules would dynamically affect their overall project budgets.

How Apropo helped you address these challenges?

Apropo helped to solve each of them in the following way:

Accelerated risk-mitigated quoting - The platform provides a streamlined calculation table that allows us to build out precise technical breakdowns much faster while minimizing pricing risks.

Centralized estimation archive - Apropo establishes a single, searchable repository for every quote ever completed, giving us the power to compare alternative paths and fully understand cost variables.

Dynamic client-side scope customization - The software delivers a flexible presentation interface where customers can independently toggle features or tasks to visualize cost shifts instantly.

The implementation has successfully modernized our pre-sales operations, converting a manual scoping task into a highly professional and collaborative customer experience.

What are the 3 top benefits you observed?

3x faster estimations

We successfully optimized our quoting lifecycle to deliver 3x faster estimations across our engineering divisions.

Single source of truth

Our organization now relies on a centralized repository that serves as a single source of truth for every technical estimate ever produced.

Easier sales

Our deal closing process became highly transparent and collaborative, paving the way for easier sales by letting clients play a part in tailoring the scope.

What are the 3 top Apropo features for you?

Dashboard

The central dashboard provides our leadership team with full transparency over quote statuses, serving as an absolute single source of truth across the firm.

Interactive estimate view for our clients

Deploying an interactive estimate view for our clients empowers prospects to dynamically play with scope settings, directly facilitating transparent negotiations and easier sales.

Library

The structured library allows us to build repeatable templates that eliminate calculation errors and enable our engineering team to reach 3x faster estimations.

Do you recommend Apropo for other software agencies?

Yes. The value it delivers by introducing absolute transparency, speed, and real-time client interactivity to the technical quoting process makes it an essential tool for any modern software agency.