For businesses in and around Vienna
One system for the whole business.
Quotes, orders, stock, time, staff and invoicing in one programme instead of five. Every piece of information is entered once and is available everywhere it is needed. The label for this is business software, or ERP. Day to day it means you stop typing the same address three times and stop hunting for slips of paper at the end of the month.
The first conversation costs nothing and takes an hour. Afterwards you know whether the switch pays off for you, and if it does not, I will say so.
Who it is for
Small businesses without their own IT
- One to around fifteen people. Big enough that duplicated work costs money every day. Small enough that the decision is made around one table, with no budget to be released next quarter.
- Nobody in the building is responsible for IT. It is handled by whoever is least afraid of it, usually on top of their actual job and usually in the evening.
- The programmes grew with you. Each new problem added one: an invoicing programme, a spreadsheet for stock, a calendar, a folder full of delivery notes. Nobody ever planned them together.
- The route from order to invoice passes through several hands. That is exactly where the damage happens, and exactly where it is measurable.
- No particular industry required. Retail, trades, hospitality, studio, office. What counts is the workflow, not the sign above the door.
Not a fit: businesses whose core workflow depends on specialist software prescribed by law or by a professional body. That does not get replaced. In that case I connect it, or I turn the job down.
The sentence I hear most often
There must be a better way, but it is bound to cost too much.
The feeling is justified and so is the worry. Offers often start with a project that runs for months and begins in the four figures. That is exactly why many businesses stopped asking. With me it starts with a mapping, not with a rollout: I look at how an order travels through your business, and afterwards it is in writing what moves into one system, what stays outside and what that costs. After the mapping you can stop; the documents are yours either way.
How you notice
Six signs that one system is enough
Most businesses do not want new software. They want fewer manual steps. If more than two of these sound familiar, switching is usually cheaper than carrying on.
The same address three times
Customer details, line items and prices appear on the quote, the delivery note and the invoice, and each time they are typed in again.
Hours and materials come back late
Time worked is on slips of paper, materials used are in a colleague's head. Some of it never gets invoiced.
Nobody knows what is left over
What a job actually cost cannot be worked out, because the numbers sit in different programmes.
Stock levels are roughly right
What is in the building sits in a spreadsheet someone updates when there is time. Reordering happens when the shelf looks empty.
Five subscriptions, no connection
Every tool costs money monthly, and the data still moves by hand.
Invoices go out late
Weeks rather than days pass between finished work and the invoice. The money arrives accordingly later.
Everything in one system
What moves into one system
Not all at once, and not all of it in every business. Which parts really belong together is decided by the mapping. This is the range it is drawn from.
SalesQuote and order
Write a quote, turn it into an order, delivery note and invoice follow at the push of a button. Customer data, items and prices exist once, not three times.
InvoiceInvoicing and open items
Invoices straight out of the order, recurring invoices automatically, e-invoices to public authorities in the prescribed format. Plus incoming payments, reminders and the handover to your accountant as an export instead of a folder full of paper.
StockStock management and purchasing
Items, stock levels, suppliers, orders, goods received, stocktaking. The stock level follows from what was sold and bought, instead of from a spreadsheet someone updates afterwards. Works for retail, workshop and kitchen alike.
TimeHours and job costing
Time is recorded where the work happens: on the phone, at the machine, on site. It lands on the job and therefore on the invoice. At the end you see what a job cost and what was left over.
StaffRecords, hours, absences
Employee data, working hours, holidays and sick leave in one place, prepared so that payroll can work with it instead of retyping slips of paper every month.
Boundary: Payroll itself is done by your tax advisor or payroll office. I set the system up and hand over the data in the format they need.
TillSelling at the counter
Setting up and connecting the cash register: signature creation unit, registration with FinanzOnline, receipt printer, terminal. Sales flow from there into the system instead of being entered a second time. The till software itself comes from its manufacturer.
OverviewReports
Open quotes, open invoices, hours per job, contribution margin. Not a battle of reports, but three numbers you actually look at, which are correct because they come out of daily work.
The software
You get the software that fits your business
I am tied to no product and earn nothing on licences. That is why I can answer the question that actually matters: what fits your work? The answer depends on your workflow, and I look at that first. If you want to know in advance which systems I work with, call me and I will tell you. It is not on this page, because a recommendation without knowing your workflow is worth nothing.
What I choose by
By your workflow, by the size of your business, and by what still has to hold up in two years. On top of that: how well the system can be maintained, by you and by whoever comes after me.
What you use today and what works well stays. Replacing software that does its job costs money for nothing.
What I do not do
No product I earn on. No licence margin, no referral commission. Licence and hosting costs are listed separately in the offer, at the price they actually cost.
And no recommendation before I have seen your business. Anyone who names the software without asking how you work is recommending their own business model.
What you keep
Your business data sits in the EU and can be exported in full at any time. Accounts, licences and contracts are in your name.
At the end you get a handover folder another provider can take over from, even if I am unavailable.
How it runs
Three steps, always in this order
An offer for a rollout without having seen your workflow would be guesswork. So the mapping comes before the rollout, and the conversation before the mapping.
First conversation, free
One hour, at your place or on the phone. We go through how an order arrives, who records what and where, and where the same information turns up a second time. No offer, no technology.
Process mapping at a fixed price
The real starting point, and the first paid step. I record which programmes are in use, which documents and deadlines hang off them, and where work happens twice. You get your current workflow in writing and a proposal for what moves into one system and what deliberately stays outside.
Rollout as a separate offer
Setup, migration of the data from the old programmes, training for your team, handover folder. The price for that comes only after the mapping, as a number based on workflows I have seen rather than on an estimate.
Without a project too
It does not have to be the whole system
Most people call about a device, not about their workflow. Perfectly fine, I am a trained technician. Jobs like that are charged by time, without a contract and without a package.
Devices and network
Computers, printers, phones, servers, Wi-Fi and cabling: set up, replaced, tidied up, outages fixed.
Backup and accounts
A backup that is set up and restored together once. Password manager, permissions and clean handovers when staff change.
When something stops working
Troubleshooting, moving data to new devices, the website and what runs behind it: enquiries, reservations, opening hours.
No promised response time and no round-the-clock standby. Without a standby setup that would be a promise I cannot keep. If you need it, I am the wrong choice, and I would rather say that up front.
What it costs
First the mapping, then the number
There is deliberately no price for the rollout on this page. Without having seen the workflow, any number would be guessed, and a guessed number is either too high or has to be corrected upwards later. Both are worse than a conversation.
Process mapping
A fixed price I tell you beforehand. It depends on how many programmes and workflows we sensibly need to record. The result is not a thick report but a basis for a decision.
Rollout
A separate offer after the mapping, with a clear scope and a list of what is not included. Licence and hosting costs shown separately, without a mark-up.
Individual jobs
By time, in small units. I give you the hourly rate on the phone, together with an estimate of how long it will take, before you agree to anything.
I am not the cheapest provider in Vienna. In return you are not paying for a sales team, a layer in between or a project office. You talk to the person doing the work.
Tell me how an order travels through your business.
A few sentences are enough: what you do, which programmes are in use and where it gets stuck most. I come back with an assessment of the sensible next step, including when that step is to change nothing for now.
This is about your private devices? Then IT help at home fits better, with fixed prices.