Success Story
PROBIZZ
A Case Study on Streamlining Processes for an HBS Solutions Energy Audit Company.
HBS Solutions, a growing energy audit company, faced multiple operational challenges due to manual and inconsistent processes. From inefficient scheduling to complex, error-prone calculations, these issues hampered productivity, increased costs, and affected audit accuracy. Technokeens partnered with HBS Solutions to develop a custom software solution that automated and streamlined the entire audit workflow, improving efficiency, reliability, and customer satisfaction.
The Challenge
The Challenge
Probizz supports entrepreneurs by handling their start-up auxiliaries and documentation, allowing them to focus on growing their businesses. However, their manual business processes were time-consuming and inefficient. They sought a web-based application to automate these processes and create an all-inclusive experience for entrepreneurs and start-ups. The main challenges faced included:
- Inefficient Manual Processes: Time-consuming tasks related to company incorporation, government registrations, accounting, documentation, and annual compliance.
- Lack of Streamlined User Experience: Entrepreneurs struggled with finding services quickly and understanding how to navigate the system.
- Need for Branding: The current website did not effectively represent the brand’s core values and lacked an appealing, user-friendly design.
Probizz came to us with a goal of automating their services and providing a seamless experience for users, all while enhancing their online presence.
Solution
The Solution
We developed a web-based application with a focus on user experience (UX) and brand identity. Our approach included the following steps:
- Stakeholder Discussions: In-depth conversations with stakeholders helped define core values, target audience, and the specific needs of the brand.
- Competitor Analysis: We analyzed competitors and created a mood board that inspired the selection of color palettes, fonts, and imagery styles for the brand.
- UX Strategy: We focused on the ease of navigation and the ability for users to quickly find the service they were looking for. Clear CTAs (Calls to Action) were added on the homepage to direct users to the services section and help them easily finalize the service based on their requirements.
- Wireframe and Structure: The wireframe was designed to ensure a quick, streamlined process for users. We included a generic CTA form on the homepage and dedicated service pages for users who wanted more details.
- Custom Build: The website was custom-built without using plugins or modules, allowing complete freedom in designing and developing each feature to match Probizz’s specific needs and preferences.
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Challenges
- Inefficient Scheduling of Audits
The audit scheduling process was entirely manual, requiring significant time and coordination. Frequent delays and rescheduling negatively impacted productivity and customer experience. - Inconsistent Calculation Templates
Energy Conservation Measure (ECM) calculations were done using various Excel sheets without a standard template. Different employees used customized formats, leading to data inconsistency and frequent errors. - Complex, Error-Prone Calculations
Each ECM involved unique formulas. Manual calculations in Excel were complex and highly susceptible to human error, risking the quality and reliability of audit results. - High Operational Costs
Manual processes for scheduling, calculations, and data management demanded more manpower and oversight, increasing overall operational costs and lowering efficiency. - Manual Utility Coordination
Communication and report submissions to utility companies were handled manually, slowing down approvals and creating additional administrative burdens. - Data Management Challenges
With no centralized system, managing the growing volume of audit data—photos, unit details, and project files—was difficult. This resulted in version control issues, data loss risks, and inefficiencies in data retrieval.
Solution
Technokeens delivered a custom cloud-based software solution hosted on AWS, designed to automate and optimize every aspect of the energy audit workflow.
- Custom Software Development on AWS
A scalable and secure cloud infrastructure ensures high performance, data protection, and flexibility for future expansion. - Role-Based Secure Logins
The system features role-based access controls, allowing administrators to assign permissions based on user roles, enhancing security and operational clarity. - Centralized Data Management
All audit-related data—unit details, photos, site notes—are stored in a centralized, structured database, enabling easy access, better version control, and reduced data loss risks. - Automated ECM Calculations
Manual Excel-based ECM calculations were replaced with automated backend logic. This not only reduced human errors but also improved the accuracy and reliability of audit outputs. - Standardized Templates
Built-in ECM templates ensure standardized, uniform calculations across all audits, eliminating inconsistencies and simplifying internal reviews and audits. - Automated Report Generation and Utility Submission
Audit reports are automatically generated and can be submitted directly to utility companies via email, streamlining communications and saving time. - Mobile Application for Field Engineers
Technokeens also developed a mobile companion app. Engineers on-site can now view project details, perform calculations, upload photos, and submit reports in real-time, improving field efficiency and data accuracy.
#1 Assemble the right team
We handle all aspects of vetting and choosing the right team that you don't have the time, expertise, or desire to do.
#2 Sprint planning
Sprint roadmap is a collective planning effort. Team members collaborate to clarify items and ensure shared understanding.
#3 Tech architecture
We break monolithic apps into microservices. Decoupling the code allows teams to move faster and more independently
#4 Standups & weekly demos
Standups, weekly demos, and weekly reviews make sure everyone is on the same page and can raise their concerns.
#5 Code reviews
Code reviews before release help detect issues like memory leaks, file leaks, performance signs, and general bad smells
#6 Iterative delivery
We divide the implementation process into several checkpoints rather than a single deadline.
Impact
Key Highlights
- Enhanced User Experience: The new website allowed entrepreneurs and businesses to easily access and navigate services, significantly improving user satisfaction.
- Streamlined Processes: Automated service offerings reduced the manual work for the client, making business operations more efficient and reducing the time spent on administrative tasks.
- Brand Alignment: The updated website design matched Probizz’s core values of trust and simplicity, creating a modern and professional image for the brand.
- Mobile Responsiveness: The site was fully tested for mobile compatibility, ensuring a seamless experience across all devices.
- Improved Conversion: Clear CTAs and an optimized user journey increased the likelihood of visitors signing up for services and made it easier to connect with Probizz.
- Successful Launch: After thorough testing and a final pre-launch checklist, the website went live smoothly, enabling Probizz to establish a stronger online presence.
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