A Tool That Saves Small Businesses Time and Money and Simplifies the Way They Work
www.posiv.cz ǀ 45
LEADER
It wasn’t until the seventh year that we finally said:
We are an all-in-one management system. A tool that
connects sales management, project management,
invoicing, reporting and cashflow. Since then, our
communication has been much clearer and far better
aligned with what we actually offer.
You say that Caflou can replace several different
tools that companies usually use separately. How
does that work in practice?
Most smaller companies have their CRM in something
like Pipedrive, manage projects through Asana, track
work in Excel and send invoices via Fakturoid. We offer
them one integrated environment where everything
is in one place. That brings a major advantage –
the processes are connected. The salesperson can see
what’s happening with the project, the project manager
knows the context of the deal, and the invoicing clerk
knows what needs to be billed. Everyone has a clear
overview, saving a great deal of time and energy.
So that means you have to compete
with specialists like Asana, Raynet or Toggl.
How do you deal with that?
I always say that for every individual process we offer
in Caflou, there is a more advanced specialised tool
out there. But we need to be good enough in all areas
so that a customer is willing to give up that specialisation
in exchange for the convenience and efficiency of one
unified system. If they lose 15–20% of features but gain
everything in one place, they often say, “It’s worth it.”
In CRM we replace tools such as Raynet, in project
management Asana or Basecamp. In invoicing,
Fakturoid; in time tracking, something like Toggl.
Everything in our system is interconnected, supported
by automation and AI. We call it the heart of the
company – a central hub that connects sales,
operations and finance. We don’t aim to replace
Word or Excel, but when it comes to organising work,
managing processes and improving team efficiency,
that’s where we have a strong position.
And the key thing is this – the system gives companies
perspective. You can see, for example, who
is overloaded and who has free capacity, which helps
distribute work more effectively. But above all, it allows
you to plan ahead.
Who benefits from Caflou the most?
Our clients are mainly companies that work on a project
or contract basis – marketing agencies, IT firms,
consulting companies, construction businesses,
architects or even carpentry workshops. On the other
hand, we are not designed for e-shops, as we don’t
offer integrations with e-commerce platforms. In terms
of size, we are most commonly used by companies
with 5 to 25 people. Our upper limit is somewhere
around fifty employees.
What matters most is that these companies want
to have a clear overview – of their projects, finances
and team workload. And that’s exactly where we are
strong. We help them keep everything in one place
and run the business more efficiently.
After all these years, do you still have the ambition
to take Caflou even further?
One of our key directions is automation and the use
of artificial intelligence. We already have our own
workflow engine in the system, which allows routine
processes to be automated. For example, when
the status of a project changes, an SMS or e-mail
is automatically sent to the client, a task is created,
a deadline is set and a responsible person is assigned.
When a contract is sold, the system generates a project
from a template. All of this already works – and saves
companies dozens of hours every month.
It’s true that smaller companies don’t use these features
straight away. We need to show them what’s possible –
through webinars, video tutorials, and active support.
But we can see the shift. Interest in automation
is growing and companies are learning to use it to its
full potential.
As for AI, it’s not just about generating text. We’re trying
to go much deeper. In sales, for instance, the system
can analyse hundreds of new leads, recognise client
types and suggest priorities. In project management,
it evaluates which manager struggles with deadlines,
budgets or team performance. It is essentially
becoming a digital assistant.
It can, for example, pull key decisions from dozens
of messages within a project and summarise them. It can
automatically extract data from invoices – suppliers,
amounts, due dates. And voice control is growing too:
a salesperson can dictate a new client from their car
and the system will create it automatically.
And we’re certainly not stopping there.
Thank you for the interview.
One of our key areas is automaon
and the use of arcial intelligence.