Need for change
Graphica is a marketing agency that brings strategy & creativity together. The choice to switch to a different system didn't come out of the blue; Grafica noticed that their current software no longer met their needs.
Because no updates and no new functionalities were released, it was necessary to find software that met the needs and complies with the regulations. For example, Belgian companies will be required to send invoices via the Peppol network in 2026, something that the existing solution was not designed for.
In addition, the software took a long time to work with. For each job, hours had to be entered separately and information was spread over different pages. Colleagues had to keep the last quarter of the day free in their agenda to record time for work and work they had done.
Looking for a reliable software
Grafica wanted a modern system that grows with their business, works flexibly and brings efficiency to their administration. They looked for alternatives and considered, among other things, Odoo and a smaller, less extensive software package. Ultimately, Odoo did not fully connect. The smaller package did not appear to be extensive enough to meet the financial requirements. After discussions with other companies that used Teamleader Focus, a positive picture emerged:
“We heard that Teamleader was a very smooth system and whoever we spoke to had nothing but positive things to say about it.”
Teamleader Focus: the work management software that excels
Ultimately, Grafica chose to Teamleader Focus to watch and this turned out to be a great match. An important change is that everything is now in one system. But that's not all, according to Grafica, the benefits of Teamleader Focus are:
- Easier time registration: In the previous software, we had to enter the hours separately for each job. Now, at the end of the day or week, we can simply convert our schedule into a timesheet with one click. That saves an enormous amount of time and hassle.
- Planning, CRM and billing in one system: We hardly need Outlook anymore. Agenda, planning, CRM — everything is in one system, which makes it much easier to keep an overview.
- From quote to project without double input: We can already create a project while the quote is still being processed. Once the quote is approved, we simply link it to the project. The article lines in the quote are automatically translated into project lines, allowing us to plan, monitor and invoice immediately.
- A clear overview of Deals: We are also very satisfied with the Deals pipeline overview, which always provides an overview of the deals and what phase they are in.
- More efficient billing and automatic reminders: The first payment reminders are now sent automatically. This saves an enormous amount of time when it comes to accounting.
- Digital signing of quotes: Sending the quotes online and having them signed is also very cool. It is very professional for customers and for us too; we now have something in our software that is beautifully drawn. We send the quotes via email from the system and often attach a proof. That attachment is immediately in the system, which saves another step.
- Online payment of invoices: I see that payments are coming in quickly. We have activated Mollie and can thus make online payment options available to our customers who can pay the invoice immediately.
How did the transition from to Teamleader Focus go?
To migrate data to Teamleader Focus, we have built a customized link. He was able to retrieve the data of relationships and jobs and import them into Teamleader Focus as contacts, companies and projects. A tough job, because integration always comes with the necessary challenges. How did Grafica experience the switch itself?
” Switching was actually not difficult either, we switched quickly. We did not experience chaos, or had the idea that things were going to go haywire. We started Operative on time to transfer things. And especially when you go from less to better, that's always a nice switch.”
Although Teamleader has excellent support and an extensive support center full of articles and videos, Griet believes it is important to follow an implementation process:
” I think you still need a basic explanation when you start with Teamleader. You can figure everything out for yourself, but you're just going to spend 10 times as long and pay your tuition fees by constantly making mistakes.”
Are you looking for support, explanation or implementation of Teamleader Focus? Contact us.
Why Teamleader Focus is the right solution for Grafica?
Company owner Leen gives a nice answer to this question by concluding:
” Teamleader Focus is great software to work with, just visually. It's more beautiful, more modern, and more intuitive. Everything is there but it's not so much that you don't know where to start first. It is clear what the options are, but colleagues are not overwhelmed either. It's easy for everyone and highly intuitive. We feel that we are in the right place for the coming years.”
