Case studies

We asked our customers the following:

1) how did you deal with the corporate agenda, that you are dealing at CAFLOU today, before purchasing CAFLOU?

2) how do you work with CAFLOU, how do you use CAFLOU, on what agenda, how does it make your work easier, does it clarify company activities, what has changed, improved, etc.?

* The case studies below have been translated from the original language.

Drive Online Marketing

Name: Balázs Ormándlaki
Job: CEO
Company name: Drive Online Marketing
Www: www.driveonline.hu
Field: Performance digital marketing

How we worked before Caflou

Before Caflou we used a custom developed system which always had some problems and it was very expensive to solve these issues or implement new features. It wasn’t user-friendly enough to make it mandatory to use internally. Therefore, some data was not in the system. It resulted in mistakes done in the management of customer relationships, usually followed by the loss of customers.

How we work with Caflou

Caflou is nice and working with it is very smooth. We are doing our job with less mistakes and more control by the management. And just one good KPI is that we hadn't lost customer in the last approximately six months due to an error. We can also do invoicing much faster and it’s easier to use for everybody.

Everybody loves it in our team. We really enjoy that the Caflou team is open to new ideas and developing the system very fast. A dozen new features appeared in the system that we recommended.

NJ OPTIMAL

Name: Arvydas Kublickas
Job: CEO
Company name: NJ OPTIMAL
Www: www.njoptimal.com
Field: Software and cosulting

How we worked before Caflou

We used Microsoft Teams, Microsoft Project, Microsoft Planner, Excel to track time and cash flow, and another software for accounting. Forecasting was hard and we struggled with it. We calculated income manually and sometimes messed up invoices.

How we work with Caflou

Forecasting and invoicing became easy. Now we are able to see income and expenses day by day, which is important with COVID and remote work.

We can easily track time for each task and create a timesheet to calculate income. When everything is in one place, it saves a lot of time.

coalsoft

Name: Miroslav Adamec
Job: Project Manager
Company name: coalsoft s.r.o.
Www: https://coalsoft.cz
Field: Software development and consulting of SAP cloud technologies

How we worked before Caflou

We were using lots of Excel spreadsheets. It wasn’t easy to find the information we needed. It always took a lot of time. With multiple projects at the same time, it was very hard to manage.

How we work with Caflou

We can easily control everything by adding a budget to each task.
We keep all their expenses in Caflou. So we can look at all the projects in the last 2 years and know precisely how much each task cost. It helps with budgeting projects. A development project never starts the same way it ends. But because we can get information very quickly, it's much easier to adapt to changes in the project.

APARTMENTS SERVICE SRL

Name: Alex
Job: CEO
Company name: APARTMENTS SERVICE SRL
Www: www.target-apartments.com
Field: Short term flat rentals

How we worked before Caflou

In our company we have been using different excel sheets and was really complicated.

How we work with Caflou

Caflou is very power tool mostly due to its simplicity and friendly user interface! Highly recomended!

SLAP

Name: Pedro Simão
Job: Owner, Developer
Company name: SLAP
Www: https://slap.pt
Field: Web Development

How we worked before Caflou

Before Caflou we used a todo task list app that only allowed us to keep track of the tasks we add open. It was really easy to get lost on the time we had to charge our client for the job done.

How we work with Caflou

With Caflou everything changed, for the best! We are now able to keep track of all projects we have, tasks and timesheets for each task done or project concluded and access realtime reports for our clients. It was a real game changer for my very small organisation. Not to mention support, Petr is the best you can get!

Smartech orange s.r.o.

Name: Václav Hlaváček
Job: CEO
Company name: Smartech orange s.r.o.
Www: www.smartechorange.com
Field: Process automation and communication

How we worked before Caflou

We collected some information in Airtable, where we had statements of work, projects, finances, contacts .... The rest in various tables in Excel and one system for invoicing.

How we work with Caflou

Today, practically everything in one place with a context that previous functioning did not allow us. Creating quotes and statements that relate to projects that always "transform" into invoices that are beautifully put together in a cash flow. We can always look at what we did for a specific client ... From the offers created, the time reported on individual projects, through invoices to the total finances...

ASN Plus s.r.o.

Name: Pavel Schiller
Job: CEO
Company name: ASN Plus s.r.o.
Www: www.asnplus.com
Field: Development and production of microprocessor-controlled electronics, including IoT technologies, which enable wireless communication with the Internet with a battery life of up to 10 years.

How we worked before Caflou

Before Caflou, we did not assign revenues, expenses and time to individual projects.

How we work with Caflou

Pavel Schiller (CEO): With Caflou, we are able to assign revenues, expenses and time to individual projects, thanks to which we are able to accurately evaluate profitability and other economic indicators.

Václav Lukáš (Project Manager | Business Developer): Do you also like the moments when it is confirmed that your decision years ago was the right one?

For the third year in a row, ASN Plus s.r.o. we solve all finances, projects, tracking in CAFLOU®. When deciding how to put together business management support tools, several options were considered.

We focused on cash flow management, project management, business opportunity records and data storage. Finally, we ended up with Google Drive (data), Caflou (cash flow, costs / expenses, business cases) and tried Asana or Trell for project management.

But they don't lag behind in Caflou, so in the end we also cut Asana off. Thanks to that, our processes have been greatly simplified, BUT MAINLY !! has absolutely unrivaled Support, for which robots certainly do not hide. Because what kind of robot would write to you at half past eleven that he had no problem helping you like this tonight, because "he's just finishing reading a detective story"

Long story short, it's great to be with something that grows with you, where they take care of you and where it mainly works. If anyone wants to hear more about Caflou and how they can be managed there Companies, projects, tasks, tracking, statements, invoices, costs / expenses, project health, cash flow planning, wages, and more :) I'll be happy to say what I know and I'll leave the rest to the experts.

Vino.Objednat.Online

Name: Jiří Hlavatý
Job: Majitel
Company name: Vino.Objednat.Online
Www: vino.objednat.online
Field: Family company and e-shop with a wide selection of wines from small suppliers

How we worked before Caflou

We have experimented with CRM MS Dynamics (an excellent platform, but for us "so far" like with a machine gun on a sparrow), with LCRM (unfinished and unintuitive) and Raynet (great PR, but the "deed escaped").

We've been looking for Caflou all along!

How we work with Caflou

I would like to share with you the first emotions using Caflou. Positive emotions! Actually only positive emotions!

Thanks again for this amazing intuitive tool!

My colleague and I started working at full speed practically from day to day and everything is fantastically practical, clear and completely logical.

From day to day we have beautifully organized projects, communication with them, an overview of finances, an overview of tasks…

In fact, we both shake our heads as we could have existed without such a thing!

In short, we already know that we have taken a step in the right direction in our startup project, and Caflou will be very helpful in getting started.

kreyo, s.r.o.

Name: Karel Salay
Job: Majitel
Company name: kreyo s.r.o.
Www: www.kreyo.cz
Field: Creation od web pages, graphic studio

How we worked before Caflou

Before Caflou, we used these tools:
- Asana (shared assignment with colleagues)
- Wunderlist (custom To-do list)
- iDoklad (invoicing, price list, offers)
- Google sheet (records of work in progress, uninvoiced / invoiced works)
- paper (notes)
- Gmail (forwarding information I must not forget in my own email)
- time measurement (estimated)

How we work with Caflou

Caflou replaced 90% of these applications, helping us to gain a much greater overview of projects and smaller orders. Thanks to Caflou, we will establish a project, share it with colleagues, define tasks for individual team members, who directly measure times in tasks and create reports. We invoice directly from Caflou to the client and we do not have to copy the information to Idoklad. Caflou monitors the due dates of invoices and sends us a reminder. We have set up regular invoices and we automatically send copies of all invoices to the accounting firm. Thanks to Caflou, we found out how fast our time on projects runs out and how badly we measured it before, so we are now able to report more real times spent on projects. Thanks to a comprehensive approach to projects and tasks, we are able to have a greater overview of orders and save a huge amount of time.

For us, Caflou also functions as a huge database of already created work and knowledge, which we can quickly and clearly find and use for new clients with new offers. We don't have to create the information again, but we can find it in the notes in already implemented projects. The biggest advantage of Caflou over other, similar applications is that it is a Czech application! It is really created for the Czech business environment and the support is maximally personal and professional. Thank you for this product at a price that is definitely lower than paying for more independent products that address the same, but not comprehensively.

LookWeb s.r.o.

Name: Lukáš Hájek
Job: Partner, Managing Director
Company name: LookWeb s.r.o.
Www: www.lookweb.cz
Field: Creation and administration of web presentations, applications and
e-shops

How we worked before Caflou

PrimaERP system, but we were angry with it because little of it worked reliably.

How we work with Caflou

Carefree, Caflou simply works well, and although it's simple and relatively small, it offers exactly what we need, and in addition varies enough to find our own way to use each function.

Variety Group, s.r.o.

Name: Martin Kolesár
Job:
Company name: Variety Group, s.r.o.
Www: www.variety.cz
Field: IT administration, storage, cloud

How we worked before Caflou

Although we are IT specialists, we had various fragmented, unconnected applications solving everything we needed. However, we did not manage to solve the most important thing. Namely, to really use it. You can imagine how uncomfortable and annoying it was.

How we work with Caflou

Our work consists in caring for clients and their complete IT infrastructure. In order to do this effectively, it is necessary to have a perfect overview of how we pay attention to whom and what types of requirements are repeated where with what result of their solution.

Caflou helped us to unify everything into a meaningful whole, the output of which is a greater overview of what we do for our clients and how we deal with them compared to what invoices go from us. We use only a fraction of the possibilities of this system, but even so, it is an indisputable time saving for us when entering and analyzing data. I see the biggest advantage in the fact that working with Caflou is incredibly easy. It is also very easy to use from the mobile phone. It does not force you to take unnecessary tasks when filling in the required fields. In short, we very quickly fill in a work report in the field, for example, with a minimum of information, which we then complete and adjust at the computer. It does not happen that we forget about some statements when invoicing, which used to happen regularly due to the inconvenience of entering in other applications. We missed large sums of money a month, including useful information about what was being done for which client, so that we could effectively build on previous work.

Furthermore, we hope for the ingenious connection of Integromat / Make with Caflou, which will allow us to practically arbitrarily manipulate and analyze almost all data that we collect from all sources, including Caflou. For example, I can imagine establishing a timer start action based on the detected position of the technician's mobile phone in the perimeter of the address of a specific customer, which will reach (we have regular clients) and the timer ends again, on departure. As well as records of phone calls, emails according to lists of people and phone numbers assigned to specific companies. Analysis of the frequency of visits, analysis of frequent types of interventions depending on the set contracts, so that we are fair to both parties, have the background and gradually increase efficiency and thus save time, energy and money for us and our clients.

Design69.cz

Name: Jaroslav Šrámek
Job: Owner, funder
Company name: Design69.cz
Www: www.design69.cz
Field: Marketing, advertising, design, printing

How we worked before Caflou

Cumbersome in excel spreadsheet and google spreadsheets.

How we work with Caflou

Basically, right from the beginning of the sharp business, I started with Caflou and now after 3 years of use I know that I made the best decision to chose Caflou. A helper, facilitating work, without which I would not do without every day.

Zlepšovatelé s.r.o.

Name: Honza Guzi
Job: Owner and managing director
Company name: Zlepšovatelé s.r.o.
Www: www.zlepsovatele.cz
Field: Project administration and management

How we worked before Caflou

Very spontaneously, with 1 company and a few clients when we did not watch dates, invoices or projects other than in Excel.

How we work with Caflou

We can "manage" projects with more than 300 clients, we have 10 of our companies here. Caflou helps not to forget about invoices, deadlines, projects and other important things.

Tailoring Tomáš Dočkal

Name: Tomáš Dočkal
Job: Managing director and custom tailor
Company name: Tailoring Tomáš Dočkal
Www: www.tomasdockal.cz
Field: Custom tailoring

How we worked before Caflou

Before Caflou, I was overwhelmed with sticky notes and documents in Word and Excel, which only caused confusion with a larger number of orders. As a craftsman, I was paid for my work by hand, but I spent a lot of time with administration and lost money rather than earning it.

How we work with Caflou

I originally tried Caflou as a system for creating invoices, but gradually I found out that its functions are much broader and simplifies the administrative operation of the company in almost all directions. What I appreciate most is that it is possible to generate invoices to regular clients in a flash. It is possible to have all your suppliers stored in the system, so thanks to the intuitiveness of the system, I can easily be represented by any employee in case of contacting clients, ordering materials from suppliers, etc., which was previously unimaginable. Caflou also monitors the due date of invoices for me, so I have an overview of unpaid invoices. There is also the Cashflow function, thanks to which I still have an overview of income. In 10 years of business, I have tried countless programs that are supposed to facilitate administration in various ways, but Caflou puts them in his pocket with a clear head.

E-SMILE.cz

Name: Lukáš Zeman
Job: Owner
Company name: E-SMILE.cz
Www: www.e-smile.cz
Field: Graphic and internet studio

How we worked before Caflou

Using Excel tables and verbal input / paper and sticky notes method.

How we work with Caflou

Speeding up the ordering process, team cooperation, transfer of competencies and subsequent invoicing on the basis of individual employee reports is really speeding up work and a good overview of who and how works on the project.

FaVoltronic

Name: Jakub Šalek
Job: Inspecting technician, managing director
Company name: FaVoltronic
Www: www.fa-voltronic.business.site
Field: Revision od electrical equipment

How we worked before Caflou

It was a jungle before Caflou. One accounting program alternated with another. There was no single tool that would simplify everything and enable online work.

How we work with Caflou

Everything fits together. I have a special relationship with Petr as the founder, and I have come to know that he is a man of character who is primarily concerned with people's satisfaction and not just for profit. I really appreciate the ability to easily and clearly invoice and share invoices with other entities.

UVD spol. s.r.o.

Name: Vladimír
Job: Director
Company name: UVD spol. s.r.o.
Www: www.uvd.cz
Field: Traffic accidents and work injury

How we worked before Caflou

Chaotically, especially the tasks of team members and monitoring their performance. We had basic information about the projects spread across all possible tables.

How we work with Caflou

Significantly more organized and clearer. We could leave many tables. Caflou forces us to implement processes, which has its benefits in terms of clarity over the tasks and their planning, and overall has moved us further. The Cashfow module allows us to have an overview of the company's economy on an ongoing basis, even if the company's accountant has not yet processed the documents for the accounting records.

TRIPON DIGITAL s.r.o.

Name: Martin Klimánek
Job: CEO
Company name: TRIPON DIGITAL s.r.o.
Www: www.tripon.cz
Field: Digital studio

How we worked before Caflou

Google Docs

How we work with Caflou

The heart of our daily work.

Base System spol. s.r.o.

Name: Oldřich Hlaváč
Job: Company director
Company name: Base System spol. s.r.o.
Www: www.basesystem.cz
Field: Low current and integrated safety systems

How we worked before Caflou

We had the order agenda in Excel, tasks in the calendar, Trello and Wunderlist. We were constantly looking for some related information. We tried a lot of cloud solutions, which we automated with each other.

How we work with Caflou

We have projects and their follow-up tasks for each team member, including timesheets for subsequent invoicing in Caflou. Also we have there events, which are online connected to the GSuite calendar, mail and team disk.

Nanovo

Name: Jiří Mrázek
Job: Owner
Company name: Nanovo
Www: www.nanovo.cz
Field: Sales and production of furniture, interior design

How we worked before Caflou

Money via Google spreadsheets, projects via Wunderlist, invoices via iDoklad, + other applications such as Trello, etc. Quite complicated synchronization and control, no CRM.

How we work with Caflou

Caflou is great for its flexibility and customization options. Which was quite a problem for us at the beginning. But the first conversation with Mr. Macek helped me a lot, I introduced our business and he outlined how to set up Caflou. Since then, we have been slowly learning how to use Calfou and I must admit that it is a cannon! Great app with the best support. Hats off. I recommend Caflou where I can. We use Caflou for the agenda - we solve the agenda of all orders, complete invoicing, overview of finances - cash flow is a great feature. A great feature are REPORTS, where you can see how many hours of work + material will be used for project. We use the COMPANY tab as a CRM. So far, we don't use TASKS and CALENDAR much, but rather because there aren't that many of us. Thanks to Caflou, our business is clearer, we orient ourselves better in finances, we can plan better, we are able to find out where we miss hours / money, what projects pay off.

Stanovský consulting
& marketing

Name: Martin Stanovský
Job: Majitel
Company name: Stanovský consulting & marketing
Www: www.stanovskyconsulting.cz
Filed: Marketing

How we worked before Caflou

We had several systems. We used Asana for management, iDoklad for invoicing, Toggle time measurement and a classic spreadsheet for cash flow.

How we work with Caflou

Gradually I move everything to Caflou. I already do project management, time measurement and invoicing in Caflou. So I have already left three systems. Now I'm working on moving cash flow from tables to Caflou. I believe that in two months I will use only one system, which will be partly automated. I dedicate the saved time to the control of colleagues, clients and the development of the company.

JOBka, s.r.o.

Name: Marek Ander
Job: CEO
Company name: JOBka, s.r.o.
Www: www.jobka.cz
Field: Mobile intranet for employees

How we worked before Caflou

We solved everything through tables, excel, etc.

How we work with Caflou

At first I was afraid of the new system. But it took only a few hours, and Caflou is suddenly a huge helper. And what pleased me the most? So far I have had 3 questions - I always asked online support, they immediately advised me there and I always learned: YES, of course CAFLOU can do it :-) Really thumbs up. I recommend.

KváseCZECH s.r.o

Name: Lubomír Kobéda
Job: Owner
Company name: KváseCZECH s.r.o.
Www: www.kvaseczech.cz
Field: Food production - yeast packages

How we worked before Caflou

I bought Caflou right at the beginning of the business, because without cash flow I would not give it at all, or give it, but very blindly.

How we work with Caflou

What I enjoy the most is that I always have an overview, a better overview of what was and what will be, everything is as up-to-date as possible. We use cash flow with connection to banks, invoicing with cash flow matching and subsequent export to accounting. When I compare it to what I get from an accountant, it's basically incomparable.

Toman Petr

Name: Petr
Job: Big boss:)
Company name: Toman Petr
Www: www.tomanpetr.cz
Field: Creation of www

How we worked before Caflou

Before Caflou, I was forced to use tools for measuring time, invoicing, minutes of meetings or projects. Thanks to Caflou, that has changed and one tool is enough for everything, which is also at a reasonable price and with excellent support. I was surprised at what hours Petr can write off :).

How we work with Caflou

How do I work with Caflou? Simply and calmly, which is the main thing for me :). And thanks to the mobile application, everywhere. I definitely recommend it to everyone.

Q-comp

Name: Roman Kvapil
Job: Owner
Company name: Q-comp
Www: www.qcomp.cz
Field: IT services

How we worked before Caflou

I do business in the field of IT services for smaller clients. I still solved the organization of projects and tasks, everything was solved using emails and tasks in Outlook, there was still a problem with saving and availability of documents for projects, links, solution documentation. Constant search in emails was very inefficient.
In the past, I used the SamePage tool, unfortunately its development has undergone many changes, they were all for the worse, and due to the complete inconceivability of this project, it gradually stopped being used.

How we work with Caflou

With the transition to Caflou, everything has been concentrated in one location, projects and tasks have been assigned relevant documents, a description of the solution to the customer's problem, a reduction in the need for documentation in printed form. Overall, I rate the project as very beneficial, although I do not use all the functionality and hope that the development will continue.

Mráček Kovo s.r.o.

Name: Michaela Mráčková
Company name: Mráček Kovo s.r.o.
Www: www.mracek-kovo.cz
Field: Metal production

How we worked before Caflou

Previously, we had all the administration built on Excel spreadsheets, lots of folders with paper documentation or just in our heads. it was enough for us to a certain level of our company, but when we started to grow, everything started to be very confusing and disorganized.

How we work with Caflou

The Caflou program saved us not only time, but also space in our heads and offices: D We reduced document folders to more than half. The organization is now on a completely different level, everything is very clear. We have the opportunity to focus on economic growth thanks to clear charts. The program is easy to enter, we are constantly connected to colleagues via the mobile application and as a bonus it has a modern and very pleasant environment.

Kovopal s.r.o.

Name: Karel Stejskal
Job: CEO
Company name: Kovopal s.r.o.
Www: www.kovopal.eu
Field: Engineering, production of machined parts from plastic and metal

How we worked before Caflou

We solved the agenda using shared folders on Dropbox and Excel.

How we work with Caflou

We work significantly better with Caflou, the agenda of documents and the warehouse is perfect with regard to the simplicity of entering, the accountant can easily download and export everything he needs directly to POHODA. I also appreciate the speed of the support response after the internal chat. We look forward to GANTT in tasks and further improvements.

Crespo, s.r.o.

Name: Jan Krajdl
Job: managing director, co-owner
Company name: Crespo s.r.o.
Www: www.cresporeklama.cz
Field: Advertising agency | graphic studio | printer | webdesign

How we worked before Caflou

When the "paper" period ended, ie writing orders in a lined workbook (yes, we remember that too :-)), the "table" period began. First they were LibreOffice, later they were replaced by Google Spreadsheets. Hooray, it was finally shared ... But how do I get everything I need there? So we wrote our own system. We humorously called him Hernan. It worked great for several years. But as life goes on and on, you find out what commercial systems can do, and you don't even have time to make nicer icons. And so you start trying ... And trying ... What we installed, just to find out that it's complicated, complicated and expensive, or on the contrary, it just looks nice, but it can't do anything at all.

How we work with Caflou

At first we were interested in Caflou because it is Czech, available 24/7 online, and most of all we liked measuring and reporting time. That was a change from the Pomodoro timer! And because it looked nice and clear, we clicked on the paid version and slowly forgot about Hernán. Thanks to Caflou, we have an overview of the time we dedicate to our clients, with the possibility of a clear statement, we pair revenues and expenses with individual projects, we have an overview of where we ordered what and for how much, and of course we invoice. The external accountant works with Money S3, so for now we are just exporting and we believe that the day will come when Caflou will connect not only with Pohoda, but also with Money S3.

And many more reviews and compliments

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We are constantly adding new case studies