Automation
CRM
From Administrative Chaos to 90% Time Savings: EFKA s.r.o.'s Transformation with TOMIA
The Challenge: When Excel Consumes Your Month
When Monika Potfajová, director of EFKA s.r.o., approached us, she was troubled by a problem that plagues many entrepreneurs and lecturers in her field. She is passionate about teaching English, but administrative tasks were taking up too much of her time.
"I had to set aside up to three days to process reports and invoices. Tasks I didn't enjoy at all," Monika openly admitted during our first meeting.
With a growing company (7 lecturers, dozens of students, various courses and rates), she was literally drowning in paperwork and Excel spreadsheets.
We immediately identified the main problems:
- Up to 3 days each month dedicated solely to administration
- Manual reports from each lecturer in a different format
- Complicated rates and invoicing based on age and course type
With a planned growth to 15 lecturers, administration would consume an even larger part of the month – time that Monika needed to dedicate to the actual development of her business.
Our Analysis: We Identified Key Areas for Improvement
After a detailed consultation with Monika and an analysis of her processes, we at TOMIA identified the key problems:
- Inconsistent data format - each lecturer used their own reporting method
- Time-consuming manual processing - copying data between multiple spreadsheets
- Complex rate system - different prices based on student age and course type
- Inefficient invoicing - repeated manual invoice creation
- Outdated paper-based system - significantly limiting the company's growth potential
We saw that these administrative tasks for seven lecturers took Monika up to 3 days per month. It was clear to us that she needed a solution that would allow her to dedicate this time to more important aspects of her business.
Our Solution: Tailored Automation
Based on a detailed analysis, we at TOMIA designed and implemented a comprehensive solution tailored to EFKA's specific needs:
- We created a unified data entry system - lecturers now enter data into a standardized Excel spreadsheet
- We implemented automatic processing - data is easily imported into the CRM system
- We set up intelligent evaluation - the system automatically applies the correct rates based on course type and student
- We developed automated reports - for clear visualization of lecturer activities
- We ensured automatic invoicing - the system now prepares all necessary documents itself
This solution allowed Monika to drastically reduce the time spent on administration. As she herself told us: "Now I just need to simply copy this data in a minute, then upload it to the system, and everything is processed automatically."
Results of Our Collaboration: An Extra Week of Time Per Month
The implementation of our solution brought a dramatic improvement in efficiency:
- Reduction of time needed for administration from 3 days to approximately 3 hours per month
- 90% time savings - equivalent to one working week per month, which Monika can dedicate to business development
- Growth support - the company, thanks to our solution, was able to double the number of lecturers (from 7 to 15) without increasing the administrative burden
- Elimination of errors in processing reports and invoices
- Improved insight into the performance of individual courses and lecturers
The greatest benefit of our solution is precisely this significant time saving. With a growing number of lecturers, administration without a CRM system would take even more time. With our solution, Monika can handle the same work in approximately 3 hours per month.
Feedback: What the Client Thinks About Our Collaboration
For us at TOMIA, it is important not only to deliver a technical solution but also to ensure that the client truly understands it and can fully utilize it. Monika appreciated this approach of ours.
What she values most about our collaboration:
- Clarity - "TOMIA can explain technical things in such a way that even a non-technical person like me can handle it."
- Patience - "The whole team listened to me very well, heeding my needs and comments."
- Personalized Approach - "A human touch is essential at TOMIA. When I communicate with their team, I always understand them. They know how to explain things simply."
- Focus - "They don't overwhelm me with things I don't understand or need to understand. They simply know how to select what's essential."
- New Opportunities - "Thanks to this experience, I started to understand the technical world, which was previously distant to me. New opportunities even opened up for me in my business."
"Ultimately, the product we agreed upon at the beginning far exceeds the original brief. I see further scaling opportunities," Monika Potfajová confirmed to us.
Monika Recommends Our Services: Everyone Needs TOMIA.
Results of Our Collaboration: An Extra Week of Time Per Month
The implementation of our solution brought a dramatic improvement in efficiency:
- Reduction of time needed for administration from 3 days to approximately 3 hours per month
- 90% time savings - equivalent to one working week per month, which Monika can dedicate to business development
- Growth support - the company, thanks to our solution, was able to double the number of lecturers (from 7 to 15) without increasing the administrative burden
- Elimination of errors in processing reports and invoices
- Improved insight into the performance of individual courses and lecturers
The greatest benefit of our solution is precisely this significant time saving. With a growing number of lecturers, administration without a CRM system would take even more time. With our solution, Monika can handle the same work in approximately 3 hours per month.
Our Ongoing Collaboration:
At TOMIA, we are proud that our client relationships do not end with the delivery of a solution and a reference from a satisfied client. As EFKA grows, we plan further development of the implemented system:
- Integration of online payments for students
- Automatic notifications and reminders for students
- Advanced analytical tools for monitoring the effectiveness of individual courses
- Mobile application for lecturers for direct data entry
Is this also relevant to you, and would you like to consult?
Contact us and find out how we at TOMIA can automate your administrative processes too.