Case study

The project - create a web application that will handle creation of complex quotes.

Soitron is a Central European IT system integrator that has been operating on the market since 1991, with headquarters in Bratislava. The company provides a wide range of services including IT infrastructure, cybersecurity, communication solutions, cloud services, and IT outsourcing. Over the years, it has expanded internationally and now operates in multiple European countries, employing more than 800 professionals.

Before the project began, Soitron’s sales and presales teams relied on advanced Excel-based tools to create complex quotes. While this approach provided flexibility, it also required significant manual effort, repetitive updates, and coordination across multiple stakeholders. As the complexity and volume of offers increased, managing collaboration, versioning, and transparency became more challenging. The existing process, although effective in earlier stages, was no longer optimal for scaling and maintaining efficiency.

As a result, there was a clear need for a more structured and collaborative solution that would preserve the flexibility users were accustomed to.

The goals of the client

The primary goal was to replace Excel with a centralized application that would simplify the entire quoting process.

The client needed to:

• speed up quote creation

• eliminate manual errors

• enable collaboration between sales and product managers

• ensure accurate financial calculations and margin control

• introduce clear structure, versioning, and ownership

At the same time, the system had to remain intuitive and easy to use, even when working with complex data. Additionally, the solution needed to be designed with future integrations in mind, particularly with CRM and ERP systems, and serve as a scalable, long-term foundation for managing all sales quotations.

The route to the solution

We started the project with a series of discovery & define workshops involving sales, presales, logistics, and management. Together, we mapped the entire quoting process - from initial opportunity in CRM to final export for customers and internal teams.

This helped us identify key pain points:

• heavy reliance on manual work

• high risk of calculation errors

• lack of version control

• inefficient collaboration

Based on these insights, we designed user journeys for different roles and translated business needs into a clear product structure.

The development followed an agile approach, with regular iterations and continuous feedback from real users. This ensured that the application remained aligned with daily workflows and delivered value from the very beginning.

Challenges

One of the main challenges was translating a highly flexible, Excel-based workflow into a structured web application without sacrificing speed or usability. This required implementing advanced features such as bulk editing, copy-paste imports, and rapid data manipulation in a way that felt natural to users while maintaining system integrity.

Another key challenge was designing a robust architecture to support versioning, auditability, and a clearly defined quote lifecycle with role-based permissions, all while keeping the system flexible for real-world scenarios.

Ensuring accurate financial calculations across complex datasets added further complexity, especially with requirements around consistency and transparency.

Additionally, the system had to be built with scalability and future integrations in mind, particularly with CRM and ERP systems, which influenced architectural decisions from the outset.

Product development

The project started as an MVP aimed at replacing Excel as quickly as possible without disrupting daily operations.

From the beginning, the focus was on usability and real-world scenarios. Users needed to feel that the new system was just as fast - but far more reliable.

Over time, the application evolved into a robust platform through continuous iteration and feedback. New features were gradually introduced, edge cases were addressed, and overall usability improved.

Today, the system is a stable and essential tool used in daily operations, with ongoing development and enhancements.

The result

Soitron Quote Builder replaces Excel-based quoting with a fast, structured, and collaborative platform for creating complex IT sales quotations.

Built with Ruby on Rails and TypeScript/React, deployed on customer's infrastructure using Kamal, the platform serves as Soitron's single source of truth for all sales quotations.

Teams can now create quotes faster, reduce errors, collaborate seamlessly, and rely on accurate, automated financial calculations. Thanks to built-in versioning, export generation (XLSX and PDF), a clear structure, connection to CRM, and email notifications for status changes or access management, they have the entire process under control and clearly documented.

Within the first month, more than 400 quotes were generated, proving rapid adoption and immediate business impact.

Conclusion

The solutions we create at Freevision can effectively support business. Would you like to provide practical digital solutions that would increase your profits, for your customers or clients? Contact us

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