Case Study
Professional Services
Boost productivity for consulting services with ERP
Overview
With over 200 touchpoints in service companies across multiple sectors, we have customers in a diverse set of industries that include household services—from dealing with pets to cryogenics, professional services, from accounting/legal to marine biologists, and diverse business services, including the needs arising from managing airports to flying lessons, recruitment to outsourcing/BPO, and from office management to office fit-out. Supported by our expanded solution sets of Workflow, Human Resources, Trading, Business Intelligence, Financial and with deep integration capability, our solutions bring added value to service organizations by allowing them to combine data from different systems for deeper management of key performance indicators (KPIs).
Below is a small sampling of FlexSystem’s solutions for the Service industry.
Electronic Repair Centre
Background and Key Issues
A fast-growing notebook computer distributor and repair service provider in Hong Kong, partners with leading manufacturers, including Fujitsu, LG, NEC, HP Compaq, and Lenovo, to deliver high-quality hardware and support. By operating a dedicated notebook repair centre that handles over a hundred cases per day, the company maintains a high-volume service ecosystem and, currently faces key issues as below:
- Manual processing cannot handle expansion or high daily repair volume
- Communication issues between customer service and internal engineers
- Limited data security and increased risk of data loss
- Difficulty in standardizing the approval process
- Inability to monitor process status online
- Reporting challenges due to lack of system automation
- Difficulty in evaluating staff productivity
- Risk of damage or loss of paper documents
- High operation and administration costs
- Transaction processing delays between engineers
Needs and Challenges
FlexSystem Solutions Applied
Workflow Management
Digitized all paper forms (using tablets/signatures) and standardized the approval process. It centralized inventory and automated reporting, directly connecting external customer transactions to internal engineer workflows.
Benefits and Results
Improved service levels and professional image
Streamlined process automation (eliminating manual invoicing/payment)
Automated reporting of sales, orders, and transaction details
Reduced operation and administration costs
Improved management and control through productivity reports
Machinery
Background and Key Issues
A Machinery company (100 employees, $30M revenue) specializing in sub-contracting, distribution, and maintenance of commercial machinery, currently faces key issue as below:
- Profit margins were reducing due to competitive pressure
Needs and Challenges
01.
No visibility into underlying revenues and costs
02.
Inventory management needs to be better managed
FlexSystem Solutions Applied
Trading Management
Provide a clear, detailed view of all revenues, costs, and inventory, allowing the company to accurately determine and protect its profit margins.
Benefits and Results
Achieved thorough understanding of business costing's, revenues and profitability in the organization
Ad hoc reporting allows for quick understanding of underlying numbers
More easily able to understand impacts of customer wins and losses
Advertising Agent
Background and Key Issues
A specialized outdoor advertising provider in Hong Kong, this firm delivers high-impact campaigns via billboards, transit displays, LED commercials, and wall sites. By strategically placing visually engaging ads in high-traffic areas for maximum visibility, the company maintains a dominant local presence and, currently faces key issues as below:
- Shorten billing cycle
- Paper forms elimination
- Reduce repetitive tasks to send recurring invoices to customers at regular intervals territories
Needs and Challenges
FlexSystem Solutions Applied
Financial Management
Automated recurring billing and invoice setup. It also automated revenue recognition based on accounting periods, eliminating complex manual calculations.
Financial Query
Enabled detailed report generation (e.g., cash flow, unearned revenue), providing quick access to updated financial data for better decision-making.
Benefits and Results
Automated recurring billing and invoice issuance
Shortened the billing cycle and simplified payment collection
Automated revenue recognition
Streamlined invoicing process (eliminated manual procedures)
Provided detailed and summary reports for better decision-making
Property Developer
Background and Key Issues
A Hong Kong-based private property developer with a diversified portfolio such as commercial, residential, retail, etc., has access to approximately 2 million sq. ft. of gross floor area, currently faces key issues as below:
- Replace existing manual procedures currently managed in MS Excel
- Maintain a complete history of all tenant and property owner charges, payments, and maintenance work
- Automatically generate and apply recurring fees
- Provide comprehensive reporting for enhanced management and strategic analysis
Needs and Challenges
FlexSystem Solutions Applied
Financial Management
Integrated property transactions with finance, streamlining data to improve efficiency and productivity without increasing manpower.
Property Management
Automated the tracking of all tenant/owner charges and payments. It also automated maintenance tracking and fee charging, and enabled easy property searching.
Financial Query
Enabled the generation of full, timely reports for management and analysis, linking financial execution to program results and allowing for quick response/information sharing.
Benefits and Results
Improved efficiency and productivity (no increased manpower)
Timely reports for better management and analysis
Streamlined data access for quicker response/sharing
Enhanced service with detailed property history
Flexible tracking of inquiries from multiple sources
Architectural Design
Background and Key Issues
A leading architectural products & services firm with over 150 employees, operating across Australia, China, Singapore, and Malaysia, currently faces key issues as below:
- Budgeting accuracy & process efficiency
- Budgeting revision & versioning issues
- Budget data maintained in spreadsheets
- Inconsistent budget entry in spreadsheets
- Updating issues in spreadsheets
- No systematic budget operation
- No audit trail
Needs and Challenges
FlexSystem Solutions Applied
LedgerBase
Unified and centralized all budget forms, eliminating the reliance on linked spreadsheets. It established a systematic budget operation with tight controls and an audit trail, enabling quarterly budgeting and minimizing data errors.
Benefits and Results
Every employee is now contributing directly to budget data entry and reviews
Ability to produce quarterly budgets with full support for budget versioning
Errors minimized through the implementation of formalized budget operational processes
Budget reports are simplified and straightforward, retrieved directly from live system data
Every budget update can be tracked and monitored via deployed internal controls
Budgeting operations are streamlined and established with a clear Standard Operating Procedure (SOP)
Budget forms are now unified and centralized within a single system
