Modular software for SMEs

Sales

From quotation to invoice, full insight into your sales process

With Digital WorkMate you manage the entire sales process in one integrated system. From quotation to invoice, processes are automatically linked to planning, production and logistics. This prevents errors, shortens lead times and keeps you in full control of margin and progress.

• Efficient order entry

  Register quotations and sales orders quickly and without errors. Automation prevents manual input and minimises mistakes.

• Direct link to production

  Sales orders are automatically converted into production orders and planning, so engineering and work preparation can get started right away.

• Flexible document templates

  Unlimited templates for professional communication with your customers, such as quotations, order confirmations, packing slips and invoices.

• Automated invoicing

  Easily create invoices based on delivered products, project milestones or partial deliveries.

• Real-time insight into revenue and margin

  Immediate insight into sales performance, cost prices and margins through up-to-date reports and dashboards.

Sales without surprises: fully integrated from quotation to production.

Purchasing

Control over suppliers, costs and delivery times

With the purchasing module you manage the entire purchasing process clearly and efficiently. From request for quotation to invoice registration, every step is linked to production, inventory and planning. You always know what to order, when it is needed and from which supplier.

• Automatic purchase proposals

  Based on production orders, bills of materials and stock levels, Digital WorkMate generates purchase proposals automatically.

• Requests for quotation

  Easily request quotations from multiple suppliers and compare prices, delivery times and conditions.

• Efficient purchase orders

  Convert requests directly into purchase orders and send them automatically by email or using document templates.

• Delivery monitoring

  Keep track of expected delivery dates and flag deviations before they affect the production planning.

• Goods receipt and stock update

  Register incoming goods easily, so inventory and production planning are updated immediately.

• Purchase invoice matching

  Link invoices to purchase orders and receipts for fast and reliable invoice checks.

• Supplier performance

  Analyse delivery times, prices and reliability of suppliers with real-time reports.

The right materials at the right time. Fully integrated with your production.

Production

Full control over your production process

With the production module you plan, manage and monitor the entire production process on the shop floor. By seamlessly integrating sales, planning, purchasing and production, you always have up-to-date information and full control over your production orders. The goal is simple: increase efficiency, reduce costs and improve product quality at the same time.

• Automatic production orders

  Sales orders are automatically converted into production orders, including bills of materials, operations and required materials.

• Production routing

  Easily compose an efficient production route and determine the optimal order of operations, workstations and activities.

• Real-time production insight

  Real-time insight into bottlenecks, constraints and progress. Planners steer directly on capacity, available resources and material availability.

• Direct insight into the production route

  See at a glance how changes in planning, capacity or material affect the production flow.

• Registration of hours and material usage

  Record working hours, progress and material usage for an accurate cost price calculation.

• Replanning after rejection or deviations

  When products are rejected, Digital WorkMate helps determine corrective actions such as repair, rework or reuse. Repeat orders are created easily, so the planning is updated immediately.

• Departments and department planning

  Group workplaces by department with their own colour and rights, give an order a priority per department and filter the Gantt chart by workplace, department and user. A planner work list shows the operations of your workplaces.

• Yield and scrap advice

  The system advises the quantity to start to reach the required good quantity and shows the historical yield per product and operation.

• Real-time insight into production costs

  Analyse performance, cost prices and margins per production order or project.

Smart production planning with real-time insight, for maximum control on the shop floor.

Product management

Control over engineering, configurations and product information

In manufacturing, and certainly at engineer-to-order (ETO) companies, every project is designed uniquely. Customers expect fast quotations, short delivery times and custom solutions, while the complexity of products, variants and revisions keeps growing. Without a central structure for product data you quickly end up with different versions of bills of materials, unclear changes and long lead times between engineering and production.

Digital WorkMate brings all product information together in one central platform and connects engineering, costing, production and service. You stay in control of the entire product lifecycle, from first design to delivery and service.

• Faster quotations and engineering calculations

  Immediate insight into costs, materials and operations for customer-specific products.

• Shorter lead time from design to production

  Engineering, work preparation and production work with the same up-to-date product information.

• Better control of revisions and changes

  Changes are recorded centrally and applied to bills of materials and routings in a controlled way.

• Lower engineering and production costs

  Through reuse of components, standardisation and insight into product structures.

• STEP integration

  Import bills of materials directly from your CAD environment.

You easily manage multi-level bills of materials (BOMs), routings and operations, revisions and alternatives, engineering changes, configurations and variants, and project-specific product structures.

One central source of product information for engineering, production, planning and purchasing.

Inventory management

Always insight into materials and availability

With the inventory module you easily manage all materials, parts and products in your organisation. By linking inventory directly to sales, purchasing and production, you prevent shortages, surpluses and unnecessary downtime in production.

• Real-time stock insight

  View the current stock levels of materials, semi-finished and finished products at any time.

• Automatic stock updates

  Stock is updated automatically on goods receipts, production consumption and customer deliveries.

• Multiple warehouses

  Easily manage multiple storage locations, warehouses and stock positions.

• Reservations for production and sales

  Reserve materials for specific production or customer orders, so availability is always clear.

• Pick orders and packing slips

  Create pick orders directly from a sales or production order, pick on a mobile device with barcode scanning and print a pick list per type or a packing slip of the picked lines.

• Minimum and maximum stock levels

  Set stock limits and get notified automatically when materials need to be replenished.

• Reports and analysis

  Analyse stock value, turnover rate and stock positions for better decisions.

Always the right materials available, without unnecessary stock.

Shop floor

Digital control of the shop floor

With Digital WorkMate Shopfloor you plan, manage and monitor your production activities directly on the shop floor. Operators, planners and production managers work with the same real-time information, so production runs more efficiently, costs go down and product quality improves.

• Production routing and sequence

  Define the order of operations and workstations, so operators know exactly which steps to carry out.

• Real-time insight on the shop floor

  Immediate insight into constraints and obstacles. Planners steer in real time on resources, capacity and material availability.

• Drawings and work instructions

  Operators have direct access to technical drawings, work instructions and the latest documentation for every operation. Step-by-step work instructions with measurement steps and tolerances record results; a failure can block the order.

• Live progress and production control

  Follow the status of production orders and operations while they are being carried out.

• Replanning after deviations or rejection

  Determine corrective actions such as repair, rework or reuse, and easily create repeat orders.

The digital shop floor: real-time insight, clear instructions and full control over your production.

Cost accounting

Insight into actual costs and returns

With cost accounting you easily compare the planned costs with the actual costs of production orders and projects. By registering hours, material usage and operations automatically, you immediately see deviations, margins and room for improvement.

• Flexible time registration on the shop floor

  Start/stop registration during the operation, entering hours afterwards per order or operation, or automatic detection via machines or sensors.

• AI-supported machine recognition

  Digital WorkMate interprets machine signals with AI and automatically registers a production action or a produced unit.

• Compare pre- and post-calculation

  Analyse the difference between budgeted and actual costs of production orders or projects.

• Cost price and margin

  Calculate the actual cost price and margins per order, product or project accurately.

• Continuous improvement

  Use insights from cost accounting to optimise future quotations, planning and production routes.

From estimate to certainty: insight into the real costs of your production.

Finance

An own general ledger, fed by sales, purchasing, inventory and production

With the finance module you keep your administration in Digital WorkMate itself. Invoices, receipts, stock movements and production orders post automatically to the general ledger, in the same transaction as the action itself. The module is still flagged as an experimental feature. A direct export to external accounting packages is not available yet; the integrations with financial systems remain for relations and documents.

• General ledger and journals

  Chart of accounts with default setup, cost centres and journals. Manual journal entries are only posted when they balance and are immutable afterwards; corrections are made with a reversal.

• Automatic postings

  Sales and purchase invoices, receipts, stock movements and production orders (work in progress, labour and machines, variances) post without double entry.

• Open items, payments and bank

  Receivables and payables with ageing, payments allocated to open items and bank statements imported with suggested matches.

• VAT return

  Boxes and ICP list based on the posted entries, with finalising of the return.

• Fiscal years and reports

  Close periods and fiscal years, year-end close, trial balance, profit and loss, balance sheet and margins per customer, project and production order.

Accounting and operations in one system, without double entry.

Relationship management

One central overview of all your customer and supplier relationships

With relationship management you keep all customer, supplier and contact details in one central place. Communication, documents and activities are linked directly to the relationship, so sales, purchasing, planning and service always work with the same information.

• Central relationship management

  Customers, suppliers and contacts in one clear database.

• Complete relationship history

  All quotations, orders, invoices, documents and communication of a relationship at a glance.

• Activities and tasks

  Record appointments, tasks and follow-up actions, so important moments are never missed.

• Documents per relationship

  Link contracts, drawings, emails and specifications to a relationship.

• Linked to sales and purchasing

  Relationships are automatically connected to quotations, orders, purchasing and projects.

All customer information in one place, for better collaboration and stronger customer relationships.

Task boards

Collaborate visually and manage workflows

With task boards you organise work and projects in a visual and clear way. Flexible kanban boards give teams immediate insight into ongoing work, priorities and progress.

• Visual workflow

  See at a glance what needs to be done, who is working on it and what has been completed.

• Clear work processes

  Columns represent the stages of your work process, such as To do, In progress and Done.

• Transparency and collaboration

  Everyone sees who is responsible for what and where bottlenecks arise.

• Prioritise with drag & drop

  Easily move tasks between columns to change priorities.

• Flexible setup

  Adapt boards to your own work process and add tasks, columns or statuses as your workflow changes.

• Support requests between companies

  A client submits a support request from an order, product or task to the company that supports it. The request lands as a task on the provider's support board; the client follows ticket number, status and discussion without access to that board.

Visual collaboration for more overview, better planning and faster execution.

AI

Intelligent support in every step of your business process

With Digital WorkMate AI, artificial intelligence is deeply integrated into all modules of the platform. Instead of separate AI tools, Digital WorkMate uses contextual AI: the system understands which module you are working in and automatically offers relevant insights and suggestions.

• AI in every module

  Smart recommendations in sales, purchasing, production, shop floor, inventory and cost accounting, exactly when they are needed.

• Smart analyses and insights

  AI flags trends, deviations and risks before they affect planning or production.

• Automatic document processing

  Quotations, order confirmations, invoices and technical documents are recognised and processed automatically.

• Smart shop floor detection

  Recognise production activities, such as a produced unit or an active machine, based on machine and sensor data.

• AI-driven knowledge assistant

  Ask questions about orders, customers, production or reports and get an immediate answer based on your business data.

AI that works along in your ERP: not as a tool, but as a digital colleague.

Wiki

Central knowledge base for your organisation

The wiki is a central knowledge base in which information, documentation and explanations are easily accessible to all users. It includes the Digital WorkMate manual, which you can extend with your own knowledge, tips and work instructions. The result is a living knowledge base that combines standard information with knowledge specific to your organisation.

• Manual in the system

  The complete Digital WorkMate manual is available directly within the platform.

• Add your own knowledge

  Extend the manual with your own explanations, procedures and documentation.

• Find it fast

  Easily search and navigate through topics and pages.

• AI-supported knowledge assistant

  The integrated AI answers questions based on the wiki and the manual.

The Digital WorkMate manual, extended with the knowledge of your own organisation.

Portfolio management

Configurable data structures for complex business processes

A portfolio is a configurable datasheet in which you record all relevant information about a subject or process, with your own fields and data types. You manage the content visually through kanban-style workflows, giving teams easy insight into progress, status and responsibilities.

• Configurable datasheets

  Define your own fields and attributes, such as text, numeric values, references and statuses.

• For any type of business object

  Machines, projects, installations, product configurations or service processes.

• Relations with other modules

  Link portfolio items to sales orders, service requests, configurations and documents.

• AI-aware data model

  The AI understands the structure of your portfolio data and offers smart analyses and support.

Example: for a machine rollout you record the machine configuration, the end customer, the machine version with its bill of materials, service requests and maintenance history and commercial options in one portfolio, throughout the entire lifecycle.

Configurable data structures for processes that do not fit standard modules.

Workflow automation

Automate processes and let work flow automatically

With workflow automation, work flows automatically between teams, systems and processes. Actions are carried out automatically when an event occurs: creating tasks, sending messages, starting approvals or synchronising data with other systems.

• Triggers

  Events that start a workflow, such as a new lead, an upload, a status change or a deadline.

• Conditions

  Rules that determine when a workflow runs, for example for quotations above a certain amount.

• Actions

  Automatic steps such as creating tasks, sending emails, generating documents or starting integrations.

With the visual workflow editor you configure processes without complex software development, optionally enriched with AI for document analysis, lead classification or summaries.

Processes run automatically, tasks never get stuck and teams work together more efficiently.