Software tool for time recording: Introduction to founding a consulting firm
ZEP was introduced when nexQuent Consulting GmbH was founded in 2015. “nexQuent Consulting GmbH is active in the traditional consulting business, so it was clear from the start that a time recording solution was needed that covered this business model as optimally as possible,” recalls Andrea Fiorentini. In the nexQuent Group, she is responsible for project controlling and accounting, among other things.
“The requirement profile for time recording focused in particular on the possibility of mobile, location-independent and time-independent recording of project times by consultants and meaningful reporting both internally and externally to consulting clients.”
Andrea Fiorentini
Project controlling and accounting
After an appropriate market research and evaluation phase, nexQuent then decided to use the cloud-based time recording and project controlling solution ZEP. ZEP stands for time recording for projects. The web-based solution has been on the market since 2000 and was developed specifically for project-oriented companies as a complete solution for the areas of time recording and reporting, travel expenses, project management and controlling, and invoicing.
Since February 2016, nexQuent has been using ZEP. Almost 20 employees are now using the solution. They access the solution either via the web-based user interface or via the mobile apps for iOS or Android.
Since 2019: ZEP billing module in use
Since the beginning of 2019, nexQuent has also been using the ZEP additional billing module.
“Expanding the scope of use of ZEP to include invoicing simply makes sense. As SAP consultants, we are used to continuous processes in one system from SAP software. Thanks to ZEP, we can now also implement a similar procedure for our company. ”
Andrea Fiorentini
Project controlling and accounting
With the ZEP Billing module, the project times recorded in ZEP time recording are automatically transferred and can therefore be billed immediately without additional manual effort. In addition, ZEP can be used to create payment plans for the regular billing of project times. If expenses are documented in the time recording for which no billing has yet been planned or carried out, the user receives a corresponding reminder message. In addition, all invoices issued, outstanding items and incoming payments are documented. A sales forecast of expected sales based on planned income and time worked can also be retrieved at any time. nexquent also uses the Departments module and the document generator to represent the individual companies. “This enables us to create and send the appropriate documents on the respective stationery for the individual companies in the group without much effort,” explains Andrea Fiorentini.
The Departments module expands the basic structure of ZEP by an additional, hierarchical structuring level, which represents existing structures — in the case of nexQuent, the respective companies. All evaluations can therefore be carried out both for the entire company and for individual departments. Andrea Fiorentini confirms:
“On the one hand, this additional functionality is important for us for internal project controlling, and on the other hand, it makes it easier for us to prove our project work to the customers of the individual companies in the nexQuent Group. ”
Andrea Fiorentini
Project controlling and accounting
Lean IT operation thanks to cloud computing
For the operating model, nexQuent decided to use ZEP as a cloud service right from the start. The customer accesses ZEP's cloud-based software variant, which is operated in an ISO 27001-certified high-performance data center in Germany. The basis for use is an online user contract that can be cancelled at any time at the end of the month and an order processing contract in accordance with the General Data Protection Regulation (GDPR). Billing is based on usage per user and month. “We have a very lean, internal IT operation, which is why it was obvious to us to use ZEP as a cloud service,” says Ms. Fiorentini, explaining the decision. “In addition, we also use other software applications in the cloud computing model, so it was actually a logical consequence to do this at ZEP as well. ”
ZEP: “Just so easy! ”
When asked about her previous experience using ZEP, Andrea Fiorentini focuses in particular on usability. She explains:
“ZEP scores particularly well thanks to its high level of user-friendliness and ease of use. The intuitive user interface is actually self-explanatory and therefore makes everyday work easier. This also makes training possible within a very short period of time. ”
Andrea Fiorentini
Project controlling and accounting
This also applies to the introduction of new modules. Ms. Fiorentini concludes: “The invoicing module introduction at the beginning of the year was a project with an extremely short project duration. We were able to work with the new module within a very short time. This is also thanks to the extremely competent support from the Provantis team. ”
