Business, projects and contracts
Projects
The central project signpost and core of the entire system. The module aggregates finances, documents, contracts, orders, invoices, mail, schedule, checklists and team approaches in one workspace so that the project manager and management manage the project according to real data and not according to delayed reports.
Context
The Projects module is part of the internal company portal, which we designed, developed and deployed for a client from the area of trade, projects and contracts. The portal consolidates dozens of corporate agendas into one environment with unified login, roles and auditable history — and the Projects module is a key part of it.
Challenge
Project management was divided between excel, e-mails and local files. The project manager had to manually collect documents from invoices, orders, contracts and mail in order to understand the real status of the order. The status of the project was a subjective impression rather than a data-based output. Financial differences compared to accounting were revealed late, often only at the end of the month.
How we delivered
We designed the Projects module as the central operational center of the order.
Project signpost: in the details of the project, finances, documents, contracts, orders, invoices, mail, plan and checklists are in one place.
Management of the team and approaches: the project manager sets roles and authorizations according to the project; approvals of invoices and orders are handled through linked modules.
Financial tracking: the system continuously compares internal project data with accounting software, keeps historical snapshots and highlights differences.
Status life cycle: the project goes through the states of acquisition, implementation, completed, canceled — with a documented history of changes.
Reporting: management has immediate export to PDF/Excel without manually compiling documents.
Client benefits
The project manager has one source of truth for the entire project
finances, documents, contracts, orders and invoices in one detail.
Comparison with accounting software and financial snapshots will reveal variances before a budget problem arises.
The status of the project is based on data (acquisition/implementation/terminated/cancelled), not a subjective estimate.
Access management reduces operational risk and keeps team responsibilities organized.
Managerial exports to PDF/Excel are created immediately without manually compiling documents.
Step-by-step workflow
Setting up the project and setting up the team, roles and access rights
Work in project bookmarks (invoices, contracts, orders, plan, documentation, checklists)
Continuous financial monitoring of cashflow and comparison of internal data with the accounting system
Management of project events, notes, mail and related complaints
Change of project status according to life cycle (acquisition, implementation, completed, canceled)
Generation of project reports and exports (PDF/Excel) for management
Module capabilities
- central project detail with tabs
- cashflow and financial reports
- historical financial snapshots
- links to invoices, orders, contracts and mail
- checklists, plan and documentation
- managing team access and permissions
- project notes and comments
- status management acquisition/implementation/completed/cancelled
- reports to PDF/Excel
Integrations
- incoming and outgoing invoices
- orders
- contracts
- blocks
- complaints
- directory of partners
- accounting system (comparison of financial data)
- external tender token/iframe
- PDF/Excel exports
Process statuses
- Acquisition
- Implementation
- Finished
- Abolished
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without interfering with the existing core. Clean code, documentation, and separate configuration files ensure that the system can be developed by another team — without depending on one person who knows "how it works."
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client is sure that the system works even after years.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.