KAN KAI WORKS

Orders & customers

See the bigger picture.
Closer to your customers.

From the first request to the invoice: information, tasks and documents in one place – suitable for your company.

Services and project questions in detail
Discuss your idea 4 Applications

Developed for your company · with a fixed price offer

An order card is moved between trays at the workplace; next to it is a laptop with customer overview.
Customers, tasks and next steps in view.AI-generated illustrative image

Example concept

One order.
One clear process.

Contact details, agreements and documents could converge directly on the order. So your team does not have to search for information in several places.

  1. 01Enquiry

    Record the customer and their requirements.

  2. 02Quote

    Agree on services and prices.

  3. 03Order

    Keep work and documents connected.

The possibilities4 Use cases · View examples

What should your solution do?

Choose an area.
The examples show possible building blocks.

The examples are suggestions for individual development. Functions, data and connections are tailored to your actual needs.

01 / Possible implementation

Order management and customer management / CRM

For daily processing, not only a customer list counts. A suitable overview connects contact persons, the course of conversation and current tasks with the respective assignment. Together, we define status and responsibilities so that a consultation or handover is given a clear place.

  • Bundle contact data, conversation notes and documents on the customer.
  • Track orders with their status, assigned team members and next steps.
  • Use resubmissions and reminders for open feedback.
Back to overview ↑
02 / Possible implementation

Quotes and invoices

In the case of recurring documents, order data that has already been recorded can be reused. For this we agree on templates, positions and release steps. Whether the application itself creates documents or transfers data to your existing invoicing software, results from the desired process and the available interfaces.

  • Transfer customer and performance data into own document templates.
  • Reuse positions from the offer for further order steps.
  • Record drafts, approvals and delivery status in a comprehensible manner.
Back to overview ↑
03 / Possible implementation

Calculation and pricing tools

A calculation must reflect your actual rules: for example, quantity scales, time estimates, material costs or surcharges. We check typical variants and borderline cases with your example calculations. Released price levels can be separated from later modified calculation bases so that an offer remains traceable.

  • Calculate material, time and surcharges according to your rules.
  • Quantities and embodiments are compared.
  • Store calculation bases and released price levels.
Back to overview ↑
04 / Possible implementation

Construction site and photo documentation

Photos become more useful when order, work step and a short description stay together. Mobile capture can support this assignment directly on site. For reports, you determine which entries are relevant and which information should be checked again before disclosure.

  • Store pictures with description, date and reference.
  • Document checklists and completed work on the go.
  • Prepare a project report from selected entries.
Back to overview ↑

Services in detail

CRM and order management that map your process.

When customer information, offers and feedback are in different files, the connection is often missing. Individual order management connects this information along your actual commute. It is crucial that each process receives a responsibility, a comprehensible status and a clear next step.

From request to handover

We consider a complete sample order: how does the request arrive, who calculates, who releases the offer and what information does execution require? It also includes cancellations, supplements and questions. This results in which transfers are to simplify a common interface.

Assign data once

Customer, contact person and order number form the reference for documents, tasks and photos. Before a takeover, we check existing lists, duplicate entries and different spellings. For linked programmes, the location of the relevant data shall be determined.

Implementation questions

Do I need a complete CRM or just an order overview?

It depends on the bottleneck. If it is mainly about ongoing work, an order overview can suffice. If sales, call history and resubmissions are to be merged, we also plan the CRM functions required for this purpose.

Can my existing billing software continue to be used?

Yes, it can remain part of the process. We check which data can be passed on via an interface or a regulated export. The custom application does not automatically have to take over the complete invoicing.

How do we start a first version?

With a representative order and the most important status changes. They then use their own workflows to check whether information is complete and whether tasks can be passed on without duplicate input.

Technical implementation

Connect every stage of your orders.

For joint customer and order management, data references, approvals and document statuses must be clear.

Linking customer, offer and order

We define unique identifiers and the relationships between contacts, offers and orders. For existing lists, duplicate entries and different field formats are checked before importing.

Handling changes in a comprehensible way

A released offer needs a comprehensible status, even if prices are adjusted later. Roles, status changes and parallel processing are planned in such a way that responsibilities and changes remain recognizable.

Connect documents and invoicing software

For photos, reports and other files, assignment, file sizes and access rights count. When handed over to invoice programs, we clarify available interfaces, leading data sources and feedback on failed transfers.

Helpful for planning

Helpful are an anonymized sample order, document templates used, typical status changes and the information about the existing invoicing software.

Which of these questions is crucial for your project? Briefly describe your process and the existing systems.

Discuss technical requirements
Suitable for your businessPlanning together · Targeted implementation

Built around your existing setup.

Build on what you have

Your existing customer and order data form the starting point. Which programs remain and which data can be adopted, we clarify together.

Suitable for use

The team gets the views and editing rights that it needs for the respective work step.

With a clear start

For example, we start with an order overview and gradually supplement offers, calculations or documentation.

What do you want to simplify?

You show me your process. Together we look at which custom solution fits this.

Steffen Übelein · KAN KAI WORKS

  • What takes up most of your time today?
  • What programs are you already using?
  • What would be a helpful first step?
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