Our prices

Digitalization of the purchasing process and supplier management in a large international company

Purchasing processes in large companies are often burdened by manual operations, inefficient communication, and fragmented systems. This project shows how a centralized tool can clearly unify supplier management, orders, and approvals — while increasing speed and control over every purchasing step.

Summary

For one of the leading international consulting companies, we designed and delivered an application built on the COSTEEM platform. The solution was tailored to the client’s specific requirements and covers the entire process from order entry and approval to supplier management. The project significantly accelerated internal processes, reduced error rates, and improved visibility into purchasing activities across the company.

About the customer

Our client is a multinational company providing consulting and audit services in dozens of countries worldwide. Within its Czech branch, the company needed to modernize and digitalize processes related to orders and supplier management, especially with regard to internal requirements for greater transparency and traceability of purchasing steps.

Initial situation and challenge

The original order management process was fragmented — part of the process was handled manually, while other parts relied on various spreadsheets and email communication. Purchase approvals were slow, data was duplicated, and there was no complete history of interactions with suppliers. The challenge was to create a system that would be:

• user-friendly
• accessible to multiple departments
• connected to existing internal systems
• capable of handling approvals and change requests
• compliant with strict security and audit trail requirements

Our solution

We used the COSTEEM platform as the foundation, unifying supplier management and the entire order process into one clear, user-friendly application. The solution included:

• An order entry and approval module with a multi-level hierarchy
• A central supplier database with cooperation history
• Notifications and overviews for responsible users
• Access rights based on roles and departments
• Integration with the company’s accounting and document management system

The application was built with a focus on intuitive use and minimal user training. The delivery also included extensive reporting and launch support.

Results

Within the first months of use, the application delivered measurable improvements:

• 60% faster order approvals
• 70% fewer data entry errors
• 100% traceability of history and approval steps
• Improved supplier relationships thanks to centralized communication
• Faster recurring purchasing processes
• o 70 % méně chyb v zadávání dat

The company gained precise control over who orders what and under which conditions, while eliminating unnecessary administration.

Project evaluation

“The implementation of COSTEEM significantly simplified the work. Everything is transparent, traceable, and free of unnecessary emails. Users quickly adopted the new interface, and management finally has visibility into purchasing across the entire company. A major challenge was connecting the solution to all internal systems and the customer’s data base — but thanks to close cooperation between all parties, the integration was completed to full satisfaction.“
— CEO, Hidesign

Conclusion

This cooperation shows that even large companies with complex structures can successfully digitalize their internal processes — provided they choose a tailor-made solution.

Are you facing a similar challenge? Contact us for a non-binding consultation or explore our other case studies.

A unified system for purchasing, contracts, and budgets in a large retail company

Aligning finance, purchasing, and contracts within a single platform is not an easy task for a large company. This project shows that with a clear vision and the right tool, it is possible.

Summary

For a major retail company, we carried out an extensive project to digitalize internal business processes. Using the COSTEEM platform, we gradually implemented modules for budget management, project management, purchase requests, orders, suppliers, invoices, contracts, and tenders. The result is the unification of key operational areas under one application, improved visibility, faster information flow, and reduced administrative workload.

About the customer

Our client is one of the largest retail chains in the Czech Republic. It has its own central purchasing organization, dozens of branches, and extensive investment and operational projects. Due to growth and the need for more precise control over costs and contractual relationships, the company was looking for a comprehensive solution to replace fragmented tools, automate document workflows, and ensure transparency across all steps.

Initial situation and challenge

The company faced a combination of several challenges:

• Different processes — budget proposals, purchase requests, orders, invoices, and contracts — were handled separately in different systems and spreadsheets.
• There was no unified view of financial flows within projects.
• An integrated approval process across departments and management levels was missing.
• Contracts and tenders were often handled separately outside the main processes.

The customer needed a unified platform that would integrate these areas, ensure data consistency, and remain flexible enough for the specifics of retail operations.

Our solution

Based on a process analysis, we designed and implemented a multi-level solution on the COSTEEM platform. The following modules were deployed:

• Budgets: planning of operating costs, including allocations to individual departments.
• Projects: real-time cost tracking within development projects.
• Suppliers: centralized supplier management, including documentation, evaluation, and cooperation history.
• Purchase requests: entry, approval, and clear tracking of purchasing requirements.
• Orders: creation and approval of orders linked to requests, budgets, and suppliers.
• Invoices: matching invoices with orders and budgets, approvals, and payment status overview.
• Contracts: complete management of the contract portfolio, including versioning, deadlines, and approval workflow.
• Tenders: management of tender procedures, including multi-round iterations, approval committee, bid evaluation, and electronic documentation.

All modules are interconnected and managed through a state machine, with notifications and automated approvals based on the client’s rules. The solution is also integrated with the company’s accounting system and document repository.

Results

The project delivered measurable results within the first months:

• 50% faster processing of requests and orders
• 100% traceability of the complete document lifecycle
• Reduced error rates in accounting documents thanks to automatic matching
• Better control of budget drawdown and greater accountability of individual departments
• Simplified internal audits and reporting obligations
• A unified work environment for multiple departments across the organization
• 100% dohledatelnost celého životního cyklu dokumentů

Project evaluation

“This client project was an example of truly comprehensive digitalization of purchasing and operational process management. It involved not only extensive functionality, but also high requirements for integration, security, and adaptation to specific internal workflows. I appreciate the customer’s openness and trust, as well as the highly effective cooperation of all teams involved. The result is a robust and stable solution that delivers real added value to the company.“
— CEO,  Hidesign

Conclusion

Digitalizing purchasing and operational processes does not have to be painful — if it is carried out systematically, in partnership with a supplier who understands both the processes and the needs of real operations.

Are you looking for a similar solution? Contact us for a consultation or explore our other case studies. We will be happy to go through your needs with you and show what COSTEEM can bring to your company.

Digitalization of budgeting and purchasing processes in a smaller logistics company

Even a small company can manage purchasing professionally. Using the COSTEEM platform, we helped a family-owned logistics company implement a simple but effective system for cost planning and purchasing process management. The result is greater control over finances and less paperwork.

Summary

For a family-owned logistics company, we implemented a tool for budget management and purchase requests. The goal was to replace inefficient email-based approvals, simplify planning of operating costs, and create a transparent purchasing process. The COSTEEM platform enabled the client to manage expenses more effectively, gain visibility into requests, and better plan cash flow — without complex training or burdening the team.

About the customer

The client was a Czech family-owned company providing transport and warehousing services. The company has approximately 10 employees and has long been built on stability, a personal approach, and efficient operations. With a growing number of orders and operating expenses, it began to feel the need for a simple but comprehensive system for cost management and purchase approvals.

Initial situation and challenge

Due to the smaller team, processes were handled informally — through spreadsheets, emails, and personal agreements. This caused several complications:

• Purchase requests were difficult to track and approve.
• Budget planning was unclear, lacked structure, and offered no follow-up control or evaluation.
• Managers had no real-time overview of costs or currently ordered items.
• Some information was lost or difficult to find.

The company needed a solution that would be simple, but would still allow budgets to be controlled, requests to be recorded, and expenses to be kept in order — without complex administration.

Our solution

Based on the initial analysis, we designed a simple COSTEEM platform configuration focused on two key areas:

• Budgets: planning of operating costs by expense type, such as fuel, vehicle service, office supplies, marketing, and more. The simple structure enables real-time tracking of budget drawdown.
• Purchase requests and orders: employees can easily enter purchase requests. The approval process is fully digital — without emails or printing. All orders are traceable and linked to budgets.

The entire system runs in the cloud, is accessible from mobile devices, and requires no complex implementation or maintenance. Login and operation are intuitive even for users without previous experience with similar tools.

Results

The system implementation brought the client better visibility, time savings, and greater confidence in decision-making:

• Immediate overview of budget drawdown
• Complete traceability of all requests and orders
• Time savings by eliminating email-based approvals
• Better planning of operating expenses and cash flow
• Elimination of errors and forgotten purchases
• Fast adoption — all employees started using the system within a few days

Project evaluation

“This project showed that digitalizing purchasing and budget management makes sense even in companies with smaller teams — if the system is properly designed and adapted to their needs. We value the client’s trust and appreciate their active approach throughout the implementation. Together, we succeeded in creating a solution that is simple to use but delivers clear results — in visibility, control, and time savings.”
— CEO, Hidesign

Conclusion

Even a smaller company can benefit from process digitalization if the solution is designed correctly. This project showed that even a simple system can bring significant improvements to everyday operations, greater control, and time savings.

Considering something similar? Get in touch — we’ll be happy to show you how COSTEEM can work in your operation as well.

Digitalization of data box management in a financial institution

Even seemingly simple agendas can create a significant operational burden. For a major financial services provider, we used the specialized DATABOX application to digitalize work with data boxes — from automatic sorting of incoming messages and monitoring response deadlines to secure approval and sending of messages directly from the internal system.

Summary

For a major Czech financial institution, we implemented the DATABOX application for centralized data box management. The new system replaced fragmented and manual procedures with an automated solution directly connected to ISDS, supporting approval of outgoing communication and monitoring of response deadlines. The result is an efficient, secure, and fully auditable process for internal and external data correspondence.

About the customer

The customer is a stable financial institution with tens of thousands of clients and an extensive internal agenda. In addition to its core business activities, it also manages numerous legal and administrative tasks through a data box. The growing volume of communication and the emphasis on traceability and accountability led the company to search for a tool that would provide greater control and automation.

Initial situation and challenge

Data boxes had previously been managed manually — through the ISDS portal or based on email notifications. This approach caused several major problems:

• There was no unified overview of received and sent communication across departments.
• Message assignment was manual, delayed, or error-prone.
• Response deadlines were not monitored or evaluated.
• Sending required leaving internal systems and took place without approval.
• No unified rules were set for when a message was considered “read”.

The company needed a comprehensive solution ensuring clarity, security, traceability, and automation.

Our solution

Based on the analysis, we implemented the DATABOX application for data box management with a direct connection to ISDS. It includes the following key features:

• Automatic downloading of messages from the data box and assignment based on predefined rules, such as sender, document type, or file reference.
• Monitoring of response deadlines, including notifications to responsible users and escalation logic.
• Approval workflow for outgoing messages before they are sent via ISDS.
• Full audit trail — every step, including download, opening, assignment, response, and sending, is logged.
• Connection to existing systems via API, including the document repository and organizational structure.
• User-friendly interface available in a mobile version.

Results

The application implementation brought significant operational and quality benefits to the company:

• 100% coverage of data box communication within a single system
• Automatic message sorting and elimination of manual forwarding
• 40% reduction in average response time
• Elimination of errors caused by incorrect recipients or forgotten replies
• Real-time overview of communication status for management
• Secure, auditable, and easily traceable process without the need to log in to the ISDS portal

Project evaluation

“Data box management has long been seen by many companies as a necessary evil. This project showed that even such a narrowly focused process can be significantly streamlined and turned into a full part of a digital workflow. Cooperation with the client was exemplary — thanks to a clear vision and open communication, we succeeded in creating a solution that made sense for them from day one.“
— CEO, Hidesign

Conclusion

Data box management no longer has to be time-consuming and fragmented. With the DATABOX application, you gain full control over received and sent messages, keep response times under control, and minimize operational risks.

Get in touch — we’ll be happy to show you how the system could work for you.

Digitalization of data box management in a family-owned construction company

Even smaller construction companies today face high demands on administration and communication with authorities. In this family-owned company, we implemented the DATABOX application within two days, significantly simplifying everyday work with the data box — from automatic message sorting and response deadline monitoring to secure message sending without the need to log in to the ISDS portal.

Summary

For a family-owned construction company with 15 employees, we implemented the standard version of the DATOVKY application, without the need for custom modifications or development. The implementation, including training, took place within two days. The result is a clear, secure, and efficient system for managing all communication through the data box — without errors, without stress, and without the need to leave the company’s own IT environment.

About the customer

The customer is a smaller family-owned company specializing in construction projects in both the private and public sectors. In addition to construction work, the company also handles administrative tasks, where the data box plays an increasingly important role — whether in communication with authorities, designers, or suppliers. Previously, these messages were managed manually, often in a decentralized way and without responsibility for individual steps.

Initial situation and challenge

The company faced common issues typical of smaller operations:

• Only one employee had access to the data box.
• Messages had to be manually forwarded to colleagues.
• No one tracked who should respond and by when.
• Outgoing messages were sent without approval and without overview.
• There was no audit trail or unified overview of communication status.

The company was looking for a simple and reliable solution without the need for complex implementation.

Our solution

We implemented the standard version of the DATABOX application for the customer. It enables:

• Automatic downloading and sorting of messages from ISDS based on predefined rules
• Assignment of responsibilities for specific messages with traceable history
• Notifications about approaching response deadlines
• Preparation of outgoing messages and their approval directly in the system
• Operation within the environment the company already uses — without the need to switch to the ISDS portal

The application was ready for immediate deployment, and within two days the system was fully operational and users were trained.

Results

• Implementation within 2 days, including training
• 100% of incoming and outgoing communication in one clear system
• Automatic message sorting and elimination of manual forwarding
• Control over who should respond and by when
• Secure and approved sending of messages without logging in to ISDS
• Audit trail for all steps

Project evaluation

“This project showed that even smaller companies can significantly improve everyday processes through digitalization. Thanks to a ready-made solution that required no modifications, we were able to deploy the system within two days. The result is maximum clarity, security, and time savings — without complex development or integration. The client could start using the system immediately and saw the benefits during the first week.”
— CEO, Hidesign

Conclusion

Data box management does not have to be manual, time-consuming, or risky. With the DATOVKY application, you gain a professional tool ready to use — without the need for integrations or lengthy training.

Call us and we’ll show you what simple and efficient ISDS management could look like for you.

Digitalization of travel and expense processes in one of the largest insurance companies

Automation, transparency, and cost control thanks to the TREX application.

Summary

We implemented our TREX application in one of the largest Czech insurance companies for business travel management, expense settlement, and fleet management. The deployment significantly simplified administration, fully digitalized processes, and improved cost control.

About the customer

The client is one of the largest insurance companies in the Czech Republic, with thousands of employees and a broad branch network. As part of its operations, the company handles hundreds of business trips, expense settlements, and extensive fleet management every day. Before implementation, these processes were complex, time-consuming, and partly handled manually.

Initial situation and challenge

Before deploying TREX, the insurance company faced the following problems:

• Fragmented records of business trips and expenses
• Time-consuming manual calculations of meal allowances and pocket money
• Insufficient control of hospitality limits and expense settlements
• Complicated records and planning of fleet use
• Missing centralized history and audit trail

Our solution

We deployed the TREX application, which connects travel management, expense management, and fleet management into one system:

• Management of domestic and international business trips with automatic calculations of meal allowances, pocket money, and reimbursements in all currencies
• Multi-level approval processes directly linked to the ERP system
• Mobile application for easy trip entry and uploading of receipts in the field
• Automatic data archiving and history — the ability to return to any trip or expense at any time
• Fleet management, including service records, technical inspections, insurance claims, and leases
• Monitoring of carbon footprint and vehicle operating costs
• Real-time push notifications for approvals and user information

Results

• 60% less time spent on business travel administration
• 100% of processes digitalized, without paper-based administration
• Better cost control and compliance with internal limits
• Simplified expense settlement and automatic exports to the ERP system
• Transparent fleet management with instant visibility into costs and upcoming events

Project evaluation

“The deployment of TREX in a large insurance company showed how effective it can be to connect travel management, expense settlement, and fleet management in one solution. From day one, it was clear that employees save time and management gains completely accurate data on costs and carbon footprint.”
— CEO, Hidesign

Conclusion

TREX provides large companies with a comprehensive tool for managing business trips, expense settlements, and fleet management. In the insurance sector, where efficiency, transparency, and cost control are critical, it proved to be an ideal choice.

Digitalization of travel and costs in a family-owned company with a car dealership and service center

Family-owned companies are often used to a personal approach and flexibility, but as administration grows, they often reach the limits of manual processing. In a family-owned company operating an authorized car dealership and service center, we implemented TREX, which unified business travel, expense, and fleet management. As a result, the company has its processes under control, saves time, and gains a clear overview of operating costs.

Summary

A family-owned company with around 30 employees needed to simplify administration related to business trips, advances, and company vehicle operations. By implementing TREX, we replaced spreadsheets and paper forms with a digital solution covering the entire cycle — from travel planning and approval to expense settlement and export to the accounting system. The implementation took only 3 days, including user training.

About the customer

The customer is a family-owned company operating a car dealership and service center as an authorized dealer of a major car manufacturer. In addition to serving clients and servicing vehicles, the company also handles its own business trips, spare parts logistics, and internal fleet operations. Administration had previously been managed through various spreadsheets and emails, causing time loss and errors.

Initial situation and challenge

The company mainly faced these problems:

• Business trips were recorded manually, with complicated settlement of travel expenses.
• Advances were provided in cash without easy tracking.
• Operating costs of company vehicles were tracked only in paper records.
• There was no unified overview of costs and fleet status.
• There was no control over hospitality-related expense limits.

The company was looking for a tool to simplify administration, unify processes, and make costs more transparent.

Our solution

We implemented TREX in its standard out-of-the-box version, without the need for further modifications. The solution includes:

• Digital travel management — division of trips into stages, automatic calculation of meal allowances and pocket money, and multi-level approval.
• Easy expense settlement — records of receipts, invoices, and advances in electronic form, with export to the accounting system.
• Fleet management — monitoring of technical inspections, service intervals, and insurance claims.
• Mobile application — users can enter trips and upload receipts directly from their phones.
• Automatic reports — overviews of costs, carbon footprint, and exports for management.

Results

Thanks to the TREX implementation, the company gained:

• 60% time savings in travel administration and expense settlement.
• A clear overview of fleet status and related costs.
• Full control over advances and expenses, including records in multiple currencies.
• Reduced error rates and easy traceability of documents.
• A modern mobile tool that simplifies work for employees in the field.

Project evaluation

“TREX showed that digitalization makes tremendous sense even for a smaller family-owned company. It was enough to deploy the standard version, and within a few days we replaced paper and spreadsheets with a smart system. Today, the company has its processes under control, and employees can focus on the core business — taking care of customers and their vehicles.“
— CEO, Hidesign

Conclusion

Administration related to business trips, expense settlement, and fleet management no longer has to be complicated, even for smaller companies. TREX provides a simple, fast, and fully digital solution that also works well in a family business.