Use cases · 03
Problems we solve, drawn out.
Pick your situation or your industry. Every case shows the process before and after, what we did at each stage, and what changed.
Problems we solve, drawn out.
Reduce overhead
Fewer hours on admin and rework, without cutting the people who matter.
- Lower overheadConsultingDistribution and wholesaleManufacturing
Our margins are shrinking.
And nobody can say where. Revenue holds, profit slips, and every department has a different explanation. We trace where the money leaks and put controls on the few points that matter.
Example Stock held: 75 days of sales → 45 days
- Lower overheadForward-deployedRetail and e-commerceDistribution and wholesale
The same order, typed three times.
Orders arrive by chat and email, then get retyped into the sales system, the warehouse sheet and the accounts. We connect the steps so each order is entered once.
Example Re-keying a week: 25 hours → 3 hours
- Lower overheadBothProfessional servicesFinancial services
Too many tools and subscriptions.
Every team bought its own software. Nobody knows what you pay for, who owns it, or who still has access. We cut the overlap and give every tool an owner.
Example Paid subscriptions: 64 → 38
- Lower overheadForward-deployedConstructionReal estate
Our technicians mostly drive.
Jobs are given out from a whiteboard and phone calls, so technicians cross the city twice and come back for parts. We match jobs to skill and location automatically.
Example Request to dispatch: 6 hours → 20 min
- Lower overheadConsultingHospitalityManufacturing
The back office outgrew revenue.
Every year adds another coordinator, another approval and another spreadsheet. We find the hours spent on admin and rework and take them out, without cutting the people who matter.
Example Admin hours a week: 120 → 72
Faster quote to cash
Quotes, orders, hires and closes move in hours, not days.
- Faster cyclesForward-deployedDistribution and wholesaleConstruction
Customers wait days for a quote.
Then they buy elsewhere. Enquiries sit in a shared inbox, prices live in a spreadsheet and the owner signs every quote. We get a qualified, priced quote out the same day.
Example Quote turnaround: 3 days → 4 hours
- Faster cyclesBothHealthcareHospitality
Onboarding is chaos.
We're hiring fast. New starters arrive to no laptop, no accounts and no plan. We make every hire ready on day one, with the paperwork done before they arrive.
Example Onboarding admin per hire: 11 hours → 1.5 hours
- Faster cyclesForward-deployedRetail and e-commerceDistribution and wholesale
Stock runs out, then we overbuy.
Reordering depends on someone noticing the shelf is empty. We set reorder points from real sales and get supplier quotes and POs out before the stock-out.
Example Reorder to PO: 5 days → 1 day
- Faster cyclesBothHospitalityHealthcare
Complaints and churn are rising.
Each complaint is fixed and forgotten, so the same problem returns next week. We fix the customer first, then find and remove the cause.
Example Complaint to root cause: 2 months → 10 days
- Faster cyclesForward-deployedRetail and e-commerceLogistics
Customers wait a day for a reply.
Messages pile up across WhatsApp, email and chat, and most ask the same few things. We answer routine questions in minutes and send hard cases to a person.
Example First response: 4 hours → 2 min
Operational visibility
Leadership sees one live view of projects, cash and performance.
- VisibilityBothConstructionProfessional services
Our projects finish late.
And nobody knows until the end. Status lives in five tools and a Monday meeting, so delays surface when it is too late. We give leadership one live view and an early warning.
Example Days late before anyone knows: 9 → 1
- VisibilityConsultingDistribution and wholesaleReal estate
Management runs on WhatsApp.
Decisions are made in group chats and the numbers live in spreadsheets only their authors understand. We set up a management rhythm with one set of numbers.
Example Reporting hours a week: 9 → 1
- VisibilityConsultingProfessional servicesEducation
Too many projects, none finish.
Every department launches its own initiatives, people are stretched thin and nothing gets done. We set up a light PMO that decides what starts and what waits.
Example Projects running at once: 23 → 9
- VisibilityBothFinancial servicesProfessional services
The numbers arrive too late.
Two weeks after month-end. By the time leadership sees last month's results, this month is half gone. We shorten the close so the numbers arrive while they still matter.
Example Close: 12 days → 3 days
- VisibilityBothReal estateFinancial services
Our pipeline lives in people's heads.
Ask what will close this quarter and you get a guess. We put every lead in one pipeline with a next step, so the forecast is a number, not an opinion.
Example Deals with no next step: 40% → 5%
Scalability readiness
Processes that survive 2× volume, a new city or a new country.
- Ready to scaleConsultingProfessional servicesManufacturing
Everything waits for the founder.
We're growing from 50 to 150 people. Every approval, hire and discount still waits for one person. We write down who decides what, so the business moves without the founder in every loop.
Example Decisions reaching the founder: 60 a month → 8 a month
- Ready to scaleBothRetail and e-commerceHospitality
We're opening in a new country.
Or a second city. The first location runs on habit and a few long-serving people. We turn that into a playbook the next location can follow from day one.
Example Time to open a new branch: 16 weeks → 8 weeks
- Ready to scaleConsultingLogisticsConstruction
Two people hold the operation.
All of it, in their heads. If the operations manager or the dispatcher is off sick, the business slows down. We get what they know onto paper and into the systems.
Example Critical processes only one person knows: 5 → 0
- Ready to scaleConsultingDistribution and wholesaleConstruction
Family business needs structure.
It's time to professionalize. The next generation is joining, non-family managers want clear authority, and decisions still happen at the dinner table. We set up governance that respects the family and lets managers manage.
Example Approval wait for managers: 14 days → 2 days
- Ready to scaleConsultingLogisticsRetail and e-commerce
Volume doubled. Operations creak.
Orders and customer messages doubled in a year, and the answer so far has been more overtime. We test which processes break at 2× and redesign them before they do.
Example Tickets per agent a day: 40 → 110
Audit readiness
ISO 9001 / 27001, data-protection and customer due diligence without a scramble.
- Audit-readyBothFinancial servicesProfessional services
We're not ready for ISO 27001.
Certification is coming. A customer or investor wants ISO 27001, and evidence is scattered across inboxes. We get you ready, with the evidence collecting itself.
Example Audit preparation: 6 weeks → 3 days
- Audit-readyConsultingManufacturingHealthcare
We're preparing for investment.
Or a bank facility. Diligence questions expose how much runs on memory and goodwill. We set up governance, controls and records an investor or bank can rely on.
Example Time to answer diligence questions: 3 weeks → 3 days
- Audit-readyForward-deployedProfessional servicesLogistics
We got a security questionnaire.
A big customer sent it. A 200-question security review stands between you and a contract. We collect the evidence once and keep it current, so the next questionnaire takes a day.
Example Questionnaire turnaround: 10 days → 1 day
- Audit-readyForward-deployedRetail and e-commerceDistribution and wholesale
A new regulation hits the operation.
A rule change touches sales, finance and IT at once, and the deadline will not move. We plan the change, connect the systems and test before go-live.
Example Rework in the month after go-live: 3 weeks → none
- Audit-readyConsultingManufacturingHealthcare
ISO 9001, nothing written down.
A tender or a key customer asks for ISO 9001, and the business runs on experience. We write the procedures with the people who do the work and get you ready.
Example Audit preparation: 6 weeks → 3 days
Systems integration
ERP, CRM and tools that match the work and talk to each other, owned by you.
- Systems that fitBothManufacturingDistribution and wholesale
The new ERP made things worse.
The new system was meant to save time. Instead people keep shadow spreadsheets and type everything twice. We fit the system to the work and remove the duplicate entry.
Example Duplicate data entry points: 6 → 0
- Systems that fitBothEducationFinancial services
We bought a CRM. Nobody uses it.
The licences are paid, the data is out of date and sales still works from spreadsheets. We set the CRM up around how you sell and connect it to the rest.
Example Duplicate entries per lead: 3 → 0
- Systems that fitConsultingHealthcareNGOs and development organisations
We can't afford the wrong system.
We need a new one. Vendors all promise the same, and the last selection went badly. We define what you need from how you work, run the selection and make sure you own the result.
Example Candidate systems: 5 → 1 chosen, with reasons
- Systems that fitForward-deployedReal estateHospitality
Field and office run two systems.
Technicians work from an app, the office from the ERP, and someone retypes every job card. We connect them so a job is entered once.
Example Times each job is retyped: 3 → 0
- Systems that fitBothNGOs and development organisationsEducation
Program numbers never match.
Finance always has different ones. For NGOs and development organizations, donor reports are rebuilt by hand from program sheets and finance exports. We connect the data so the report starts from one set of numbers.
Example Donor report preparation: 10 days → 2 days
03 · Any process. Same method.
Any process. Same method.
The cases above are examples. The same six stages work on any process in any function: assess it, map it, structure it, automate what repeats, then keep it running.
Finance
- Month-end closeNumbers arrive two weeks late · Automate
- Purchase approvalsEverything waits for one signature · Mature
- Billing and collectionsCash comes in late · Automate
- Budget and cost reviewMargin slips, cause unknown · Assess
Sales and customer
- Lead to quoteQuotes take days · Automate
- Pipeline and forecastThe forecast is a guess · Map
- Pricing and discountsDiscounts never reviewed · Mature
Operations and supply
- Inventory replenishmentStock-outs, then overstock · Automate
- Supplier selectionPrices compared in chats · Mature
- Field service schedulingTechnicians drive, not work · Automate
- Order entrySame order typed three times · Automate
People
- Hiring and onboardingNot ready on day one · Automate
- Roles and responsibilitiesTitles without authority · Mature
- Leavers and accessLeavers still logged in · Automate
Projects and delivery
- Project intakeToo many projects at once · Mature
- Status reportingLate news, late action · Automate
- Resource planningSame people on everything · Map
Customer service
- Routine questionsA day to reply · Automate
- Complaint to root causeSame complaint every week · Mature
- Customer feedbackNobody asks · Automate
Compliance and risk
- ISO 27001 access reviewThree weeks every quarter · Automate
- ISO 9001 proceduresNothing written down · Mature
- Security questionnairesTwo weeks per customer · Run
- Regulatory changeDeadline fixed, owner missing · Map
Management
- Decision rightsFounder signs everything · Mature
- Management reportingRuns on WhatsApp · Map
- Tool and system choicesToo many subscriptions · Assess
- Family and group governanceDecided at dinner · Mature
04 · Questions
Questions
Are these real client cases?
Not one by one. Each Devvion case is a composite of problems companies of 50–500 bring us, which we have also run at scale in large-enterprise operations and audit. No client names, and every number is marked Example until a signed case confirms it.
My problem is not listed. Can Devvion still help?
Probably. Devvion uses the same six stages on any process in any function. The two-week assessment ranks your processes by cost and tells you plainly which ones we would fix first, and which you do not need us for.
Do I need consulting, engineering or both?
Devvion's consulting covers assess, map and mature: the operating model, SOPs and controls. Engineering covers automate, optimise and run, built inside your stack. Most clients start with the assessment and buy both in sequence.
Which workflows do you build?
Devvion builds the workflows a case needs, inside your own systems. The ones drawn on these pages: Order to cash from WhatsApp; Procure to pay with 3-way match; Quote to cash for services; Employee onboarding, from offer to day one; Project status reporting without the meeting; Customer support automation, with a person on hard cases; Compliance automation: ISO evidence on autopilot; Month-end close; Lead to quote; Field service scheduling; Inventory replenishment; User access review for ISO 27001; Decision rights and approval matrix; Project intake and prioritisation; Complaint to root cause analysis; Tool consolidation and access governance. Every figure is an Example.
05 · Contact
Book the assessment.
Tell us what is slowing the business down. We'll confirm the scope and the dates on a first call.