Case Study

From needle-in-haystack problem to efficient inquiry processing: kinisto fundamentally changes sales work at GEFA Fabritz.

GEFA Fabritz Garden and Landscape Construction

GEFA Fabritz from Krefeld has established itself as a specialist for innovative products in garden and landscape construction. With a broad portfolio in the areas of tree anchoring, crown securing, root management and irrigation systems, the company serves professional customers and municipal institutions.

Challenge

The daily challenges in GEFA Fabritz’s sales department were significant before the introduction of kinisto:

Extensive PDF Specifications: Employees regularly received bills of quantities with sometimes several hundred pages in PDF format.
Needle-in-Haystack Problem: Of these extensive documents, often only a few positions were relevant for GEFA Fabritz - “200 pages PDF, of which two are relevant - but which two you only know when you’ve read all 200.”
Time-intensive manual Review: The complete review of documents tied up valuable resources that the team lacked for actual offer creation and customer consultation.
Media breaks in the Process: After the laborious identification of relevant positions, these still had to be manually entered into the ERP system.

For a medium-sized company like GEFA Fabritz, this inefficient process was increasingly problematic - especially in a market where fast response times and precise quotes are crucial.

Solution

After an intensive evaluation phase, GEFA Fabritz decided to implement kinisto as a central solution for quotation management. The new digital workflow revolutionized the process: Intelligent automation instead of manual busy work.

Automatic BOQ analysis: Instead of manually browsing through several hundred pages, kinisto automatically recognizes relevant positions in bills of quantities - an absolute game changer for the team.
Time reduction from Hours to Minutes: Where employees previously needed several hours for reviewing an extensive specification, they now capture the relevant positions within minutes.
AI Product Suggestions: The system already suggests suitable products from the GEFA portfolio for identified positions, which further accelerates the processing process.
Seamless ERP Integration: Thanks to flexible interfaces and export formats, kinisto could be seamlessly connected to the existing ERP system.

Result

The implementation of kinisto has led to a comprehensive transformation of the quotation process at GEFA Fabritz. Particularly remarkable was the rapid adoption of the system by the employees. The immediately noticeable benefits ensured high acceptance in the team.

1. From searching to Targeted Processing

Before: A 200-page BOQ required several hours of concentrated review to identify the few relevant items.

After: The relevant items are automatically recognized and highlighted by kinisto. Employees can immediately begin.

2. From manual Input to Intelligent Suggestions

Before: After identifying relevant items, the suitable products had to be selected and manually entered into the system.

After: The software automatically suggests suitable products. The suggestion is often so precise that employees only need to check and confirm.

3. From fragmented Processes to continuous Digitization

Before: Quote data had to be manually entered into the ERP system, which meant additional effort and potential error sources.

After: Thanks to interface connectivity, finished quotes can be exported directly to the ERP system – without media breaks, without transfer errors.

kinisto has fundamentally changed our daily work. What used to mean frustrating searching through hundred-page PDFs is today an efficient, digital process. Particularly the automatic recognition of relevant items in bilss of quantities is an absolute game changer for us. Our employees adapted to the new software surprisingly quickly and don't want to do without it anymore.

Katharina Heinrich

Head of Quotation Department

The efficiency gained through kinisto enables GEFA Fabritz to redistribute resources. Instead of investing time in manually searching through documents, the team can now focus more on qualified customer consultation and strategic offer design.

The digitization of the quotation process has proven to be an important competitive advantage for GEFA Fabritz. In a market where speed and precision are crucial, the company can now act much more agilely.