processes in one system
From planning and call-outs to payroll and client correspondence.
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HoReCa · service
Corporate CRM, built from scratch, for a large HoReCa service operator
The client is one of Russia’s largest HoReCa ventilation-maintenance operators: hundreds of restaurants, nationwide coverage, market leader in Moscow and Saint Petersburg. Their entire operational core lived in Excel, messengers and paper work orders. We replaced it with a single CRM that runs the company from the monthly plan to the brigade’s payroll.
The pain
- Monthly plans lived in Excel — every cycle was a manual diff against actuals.
- Work orders were printed on paper, lost, re-signed.
- Photo reports came in via WhatsApp — nobody knew which photo belonged to which site.
- Client correspondence ran through personal mailboxes — threads were lost, replies confused.
- Mail templates were edited by hand for every recipient.
- Brigade salaries were calculated in Excel: who, where, how many hours.
- Fleet, vehicle assignments, routes — separate spreadsheets and phone calls.
- Changing a single role permission meant a developer ticket and a release.
What we did
- A full CRM where the whole company lives — from worker to CEO. Each role has its own screens and permissions.
- Orders calendar with drag-and-drop: brigade load for the next month is visible at a glance, dates move with the cursor.
- Digital work orders with the full lifecycle: 14 statuses from creation to a signed act.
- Photo and video evidence from sites auto-attaches to the right order. You can require shots for specific checkpoints (entrance, panel, filter).
- Built-in mail client with business templates: incoming mail auto-links to orders, outgoing mail picks a template.
- Fleet tracking: vehicles, brigades, drivers, link to orders.
- Payroll calculated from actual hours and closed orders.
- Excel plan import: one button instead of hours of copy-paste.
- Dynamic admin: roles, permissions, regions, mail templates, document types, photo requirements — all editable via UI without a release.
- Web push notifications for new tasks, re-scheduling and approvals.
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What it looks like
Six key screens from the running system — it has considerably more.
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What we ended up with
manual office work
Excel sheets and printouts replaced with a single CRM.
operational visibility
Who, where, at what stage — in one window per role.
lost work orders
Everything digital — nothing gets misplaced.
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What the system does
- 01
Planning
Monthly plans, norms, Excel import, history and plan-vs-actuals.
- 02
Call-outs & calendar
Drag-and-drop calendar, brigades, drivers, vehicles, routes, re-scheduling.
- 03
Work orders
Full lifecycle from creation to act, mobile view for the brigadier.
- 04
Photo & video reports
Per-site checkpoint links, shot requirements, checklist verification.
- 05
Mail client
IMAP + SMTP, mail templates, auto-link of incoming to orders.
- 06
Fleet tracking
Vehicles, drivers, links to brigades and orders.
- 07
Payroll
Hours- and order-based salary calculation, payment history.
- 08
Documents & approvals
Documents per site and contract, client approval flow.
- 09
Dynamic admin
Roles, permissions, regions, mail templates, document types — without releases.
- 10
Notifications & inbox
Web Push, personal inbox per user, client replies.
— not the whole product
This page is a slice
Six screens and part of the module list: as much as fits a case study without turning it into documentation. The real system holds more entities, roles and workflows — down to auto-assigning crews by region and rules the client edits themselves, without us and without a release.
About an hour, over a call. No commitment.
- We walk the live system and show full workflows — from a monthly plan to a signed act
- We go through roles and permissions: 9 roles, 87 permissions, all configurable from the UI
- We show what transfers to your problem and what would have to be built differently
- We answer the technical questions — architecture, integrations, timeline, cost
— a similar project for you
Want the same — to move your business into a system?
Tell us what to automate. We come back with an architecture proposal and an estimate within a couple of days.