A Unified ERP Solution
Across All Branches of
KENTICO
Kentico is a name that needs little introduction. Since its inception in 2004, this software company has garnered numerous successes and international awards in content management, expanding its reach with five branches worldwide. We are proud to have partnered with them as a regular client since 2019.
With our assistance, all Kentico branches are now seamlessly utilizing D365 Business Central, and the feedback has been overwhelmingly positive! However, the journey to implementation wasn’t without its challenges. What hesitations did Kentico face before adopting an ERP system? What steps did we take to implement the system and ensure smooth user adoption? What did the entire process involve?
Gabriela Jakabová, Chief Operations Officer at Kentico, will share insights on this journey alongside us.
2019
we begin our collaboration
2020
implementation of Business Central
6
branches use one unified system
"It Was a Challenge to Handle Five Different Local Systems"
In autumn 2019, we met with the management team at Kentico to discuss their operational challenges. We explored their current processes and compiled a list of critical needs:
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Each branch operates on a different local system, and they aim to standardize these.
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They seek a single provider with experience in both local and international implementations.
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Integration of the new ERP system with their existing CRM system is essential.
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With branches collaborating with various banks, they wish to select one bank for integration with the ERP system.
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They need to optimize their reporting processes.
The most pressing issue was the lack of standardization. “Each branch was using a local accounting system, resulting in data that was not unified. We had to consolidate this information using Excel before migrating it to our data warehouse, from which we generated reports. This fragmentation led to lengthy and inconsistent processes, a relatively high error rate, and difficulties in verifying accurate entries into the system,” explains Gabriela Jakabová.
We also discussed the specific benefits that Business Central could offer. Kentico had already researched competing products and gathered insights from previous supplier meetings. “We utilize other Microsoft products, including a CRM system, which made Business Central a viable option from the start. After comparing it to competitors, we found it to be less robust, more transparent, and easier to implement. Even its standard version is well designed,” Gabriela notes.
“Implementation Is Like Renovating a House – Challenging but Worth It”
Like many companies, Kentico hesitated and postponed the implementation of an ERP system for a long time. But why? “Implementation is a significant project, much like renovating a house. You want everything to be new and beautiful, but the thought of the disruption, along with the time and effort required, can be discouraging,” explains Gabriela Jakabová.
However, that wasn’t the only concern. At Kentico, employees always come first. Therefore, it was crucial for management that the team embraced the change and felt comfortable with the new system. So, how did we overcome these hurdles?
One Year to Transform
The cornerstone of any successful implementation is a transparent project plan. We established a detailed timeline for proceeding with each branch. The Czech Republic took the lead, followed by England and the Netherlands, with the final wave of implementation in America, Australia, and Germany.
Within just one calendar year, Business Central was fully operational across all countries, along with extensive integration with Citibank and the company’s CRM.
When asked to evaluate the overall implementation, both Gabriela and our director Petr responded in unison: “Positive!”
So, how did we ensure that Kentico adapted to the new system as smoothly as possible? In addition to a series of training sessions, we embedded our consultant Lucia directly within the Kentico team. She provided on-the-spot support during the initial weeks, addressing any questions that arose. “What helped the most was that you didn’t train us too early, and that Lucy was there with us, so we didn’t have to chase someone down via chat or phone.”
Gabriela concludes, “In the end, I believe the entire process was less painful with you than it would have been with another supplier, and the project was ultimately a success.”
reference
"I feel that every customer matters to you, and this isn’t just a job for you. Even Petr, as the founder, personally engages with every project – something that’s not common in implementation companies.
You never just settle for our initial brief. You make an effort to understand our needs first, then share your insights and propose solutions that truly benefit us. You don’t simply say, ‘Here’s the solution, this is how it works, goodbye.’ You provide real added value to the product."
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“Everything Is Now Unified, Simpler, and Faster”
We asked Gabriela to summarize the benefits of the solution that are most important to Kentico.
1
PROCESSES
“We now have unified access to data across all branches, providing better visibility and control. Our processes are simpler and standardized, creating a cohesive staff culture. For instance, audits have become significantly easier; there’s no need to grant access to multiple systems – everything is accessible in one place.
The ability to present data externally and verify it quickly has also gained importance, especially with investors involved in the company’s further development.”
2
ACCOUNTING AND BANK CONNECTION
“When we chose the ERP system, we also decided to partner with a single bank for all branches. This allows us to manage main operations and invoicing for all countries from the Czech Republic, rather than relying on local accountants. This change reduces costs associated with external companies and gives us full control over transactions. Processes have also been simplified and automated; we no longer need to log into internet banking. Bank statements are automatically downloaded into the system daily, and invoices are matched with incoming payments. Payments can be sent directly from Business Central without needing to log into the bank, and we can view the balances of all our bank accounts within the system.”
3
BUSINESS CENTRAL & CRM
“Thanks to the integration of Business Central with our CRM, traceability has improved significantly. Previously, if a salesperson made a change in the system without informing finance, the accountants wouldn’t reflect it on their end. With the integration, changes are recorded consistently, ensuring data integrity. We now have confidence in the accuracy of our registers; errors in ID numbers or addresses are immediately flagged by Business Central.”
4
REPORTING
“With Business Central, our data is now unified and much easier to consolidate across all entities. We’ve also developed extensions that allow for automatic data consolidation, resulting in significant time savings and a smoother process.”
End of the Story? We Don’t Think So! Future Is In The Cloud.
