Customer story
Growing without the software bill growing too
How Prevano avoids around €700 a month in extra licence costs and no longer tracks its stock by hand.
- Client
- Prevano B.V.
- Industry
- Promotional products & print
- Location
- Zeewolde
- Volume
- ± 350 orders per month, and growing
± €8,000
per year in extra licence costs avoided
± 350
orders per month processed fully automatically
0
manual stock counts: stock is always up to date
The challenge
Prevano had already automated its order processing with Monday.com's built-in automations. That worked, until growth came into view. More orders meant a bigger plan: licence costs would rise from around €300 to around €1,000 per month, while talks with new clients were already under way.
Meanwhile, stock was tracked entirely by hand: walking the warehouse, counting, ordering and updating everything in Excel. Workable at today's scale, but not for the growth Prevano has in mind.
What Prevano wanted: the same fast order flow, but affordable as they grow. And stock management that grows with them without chaos.
The solution
- 01
The same order flow, at a fraction of the cost.
We rebuilt the existing order workflow one-to-one in Make: exactly the same behaviour, for around €9 per month. Orders are recognised by sender, placed automatically on the right client's board and on the central planning board, and filled in completely: product number, colour, quantity and delivery date. Rush orders get priority automatically.
- 02
Stock that keeps itself up to date.
The Excel list has been replaced by a stock database in Airtable. Every order automatically reserves the right stock. If a product drops below its minimum, the client gets a notice or a ready-made purchase order lands in Prevano's inbox. Incoming purchases are processed with one tick, and on delivery the system books the stock out by itself.
- 03
Built to grow.
Adding a new client or product needs no change to the automation. The groundwork for client access is in place: soon clients will see their own current stock.
The result
- ± €8,000 per year in extra licence costs avoided. The order automation costs around €9 per month instead of around €700 extra.
- ± 350 orders per month processed fully automatically, with room for the new clients on the way.
- No more manual stock counts. Stock is always up to date, and a reorder is ready before a product runs out.
Systems
- Make
- Airtable