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Managing complex administrative workflows in a large enterprise is a monumental task. For a major player in the professional services industry, the challenge was immense. Every quote, order, work hours report, and invoice across their extensive network of partners and internal departments had to be meticulously tracked, validated, and reported according to strict internal and external requirements.
Initially, this process was a significant administrative burden. A single mismatch between an invoice and a work hours report could lead to a rejection, creating a cascade of corrective work. They needed a way to tame the chaos and build a reliable, efficient system.
The client asked Optis to build a solution. We developed a custom web application designed to be the single source of truth for this entire administrative process.
Built on a robust Java/Spring backend with a user-friendly React frontend and hosted on AWS, the application serves as a central digital backbone. It automates the most time-consuming tasks, such as reconciling invoice data against work hours entries pulled from various internal systems.
The application integrates seamlessly with the client's existing financial and project management platforms, ensuring data flows smoothly and automatically. This allows the team to retrieve data directly and keep it up-to-date, eliminating the need for manual cross-referencing and giving them full control over their process.
What I found very positive is that we've always had a fixed point of contact at Optis. Their lead developer deeply understands our business needs and proactively suggests better ways to solve our problems.
Our collaboration with the client has been a three-year journey of continuous evolution. The project began organically, without a rigid blueprint, allowing us to adapt to their needs as they became clearer. As the application’s importance grew, we introduced a more structured workflow to manage its expansion.
Our process is built on close partnership and transparent communication:
This iterative process allows us to constantly refine the application, adding new automations and optimizations that deliver real value to the users.
The impact of the Central Hub Solution has been transformative. The most labor-intensive administrative tasks are now significantly more efficient, freeing up the project management team to focus on high-value coordination and management tasks.
Most importantly, the accuracy of their reporting has significantly improved, resulting in fewer errors and a smoother workflow. The application has become a strategic asset that provides the client with a stable, scalable foundation to manage their complex operations and confidently pursue future opportunities.
Looking for a development partner that thinks alongside you and guides you every step of the way? Check out Optis Factory where we take care of software development projects from end to end.
