How TBit Systems uses work4all to organize customer service and internal processes
Servers, networks, cloud, security: TBit Systems uses work4all for much more than customer data and billing. The company also uses it to automate its own workflows and resource planning.
IT systems provider
Approx. 15 employees
Customer since 2024
“Above all, the API interface is a major advantage for us. It allows us to automate license billing, connect other systems, and develop our own workflows that fit our processes. Calendar and resource planning also play an important role in our day-to-day work. We can coordinate appointments and employee assignments and see who still has capacity – for us as an IT systems provider, that is simply part of the job.”
Chief Operating Officer (COO), TBit Systems
A clear head for reliable IT service
As an IT systems provider, TBit Systems supports mid-sized businesses with solutions ranging from network infrastructure to cybersecurity. With work4all, the team has created a central foundation for managing customers, projects, and commercial processes, while also using the API to automate its own workflows. This helps the team maintain an overview as its customer base grows – both when managing customers and in its own day-to-day work.
Time savings
More time for customers
Transparency
In communication and projects
Security
Through centralized data and clear processes
Starting point
TBit Systems started as a one-person company in 2005 and has since grown into an IT systems provider with more than 10 experts. As the team grew, so did the number of customers and the range of services – from server and network support to cloud services, security, and data backup. TBit Systems has been supporting many of its customers for more than a decade. Keeping track of ongoing maintenance and service contracts, customer history, and open requests was therefore increasingly important. However, this information was becoming increasingly spread across Excel spreadsheets, individual tools, and personal knowledge within the team.
The solution
With work4all, TBit Systems has brought CRM, order management, and commercial processes together in one central software solution. This is complemented by a ticketing system, project time tracking, as well as calendar and resource planning. The API also allows work4all to be connected to external systems. This brings customer communication, project work, and internal organization together on a shared data foundation for the first time.
Results & Benefits
In day-to-day work, the individual components work together seamlessly: Requests come in through the ticketing system, appointments and employee assignments are planned directly within it, and even for longer-running projects, time tracking provides a clear overview of who performed which service and when. The recorded hours then flow directly into billing.
TBit Systems particularly benefits from its own API use cases: Service contracts and licenses are managed through subscription contracts, with quantities automatically synchronized with the providers’ portals. This eliminates manual data entry and helps prevent billing errors.
For project billing, the team has also developed its own workflow: When a project reaches a predefined status, billing is triggered automatically, the services are transferred to an invoice, and the invoice is automatically sent as a PDF by email.
The result: less manual work, fewer sources of error, and more time to provide personal and reliable support even as the number of customers grows.
TBit Systems particularly benefits from its own API use cases: Service contracts and licenses are managed through subscription contracts, with quantities automatically synchronized with the providers’ portals. This eliminates manual data entry and helps prevent billing errors.
For project billing, the team has also developed its own workflow: When a project reaches a predefined status, billing is triggered automatically, the services are transferred to an invoice, and the invoice is automatically sent as a PDF by email.
The result: less manual work, fewer sources of error, and more time to provide personal and reliable support even as the number of customers grows.