Conceptica

BACKGROUND

Please describe your company and position.

I am the CEO & Founder of SEO AGENCY APUS

Describe what your company does in a single sentence.

SEO Agency APUS is a Riga-based digital marketing agency providing SEO, PPC, content, and web development services for clients across travel, e-commerce, and other industries.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Conceptica to accomplish?

• Design an intuitive interface for our internal project management and time-tracking tool (APUS Planner) to replace the third-party software we were using and drive real team adoption.
• Redesign the time-logging and timesheet flow, including the Odoo-compatible export, to reduce friction so daily time tracking actually gets done.
• Establish a scalable design system and reusable UI components so we could keep adding features with a consistent look and feel.

SOLUTION

How did you find Conceptica?

• Online Search
• Referral

Why did you select Conceptica over others?

• Close to my geographic location
• Pricing fit our budget
• Great culture fit
• Good value for cost
• Referred to me
• Company values aligned

How many teammates from Conceptica were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Conceptica worked with us as an embedded design team to design APUS Planner, our internal project management and time-tracking tool. 

The engagement started with a discovery phase. They interviewed our team members who would actually use the tool day to day, mapped how time tracking and project management worked in our previous solution, and identified where people dropped off or logged time inconsistently.

From there, the main deliverables included: 
- UX architecture and user flows for the core areas: project and task management, time logging, timesheets, and reporting dashboards. 
- Wireframes and interactive prototypes for the key workflows, which they tested with our staff before moving into visual design. 
- Full UI design for the web app, covering the project views, time-tracking screens, timesheet review, and the Odoo-compatible timesheet export flow. 
- A reusable design system and UI component library so we could keep building out features consistently without redesigning from scratch. 

They ran usability testing on the prototypes with our own employees, since our team is the end user, and refined the flows based on that feedback before final handoff. 

Throughout the project they stayed embedded in our workflow, joined regular syncs, and adjusted priorities with us as the product took shape.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

• The whole team switched to APUS Planner and now logs time in it daily, where before time tracking was inconsistent and often skipped.
• One of the biggest wins was task rescheduling. In our previous tool we couldn't move several tasks to another day at once and had to drag them one by one, which was tedious. Conceptica designed multi-select so we can now reschedule multiple tasks in a single action.
• The Odoo-compatible timesheet export works end to end, so exporting timesheets is now a routine step instead of manual reconciliation.
• Time logging that used to feel like a chore takes noticeably fewer steps, and we get far fewer questions from the team about how to use it.
• The design system let us roll out new features quickly without breaking the look and feel or re-doing screens.
• Onboarding new team members to the tool is now straightforward, which tells us the interface is doing its job.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Project management was smooth throughout. Conceptica worked as an embedded part of our team rather than an external vendor - they joined our regular syncs, kept us updated on progress, and were easy to reach whenever we needed to discuss something. 

Deliverables came in on schedule, and when priorities shifted on our side they adjusted the plan with us instead of pushing back. Feedback was turned around quickly, and iterations on the flows and screens never dragged. 

What stood out most was how proactive they were. They didn't just execute tasks - they thought about the product between meetings and came back with suggestions we hadn't asked for, like the multi-select task rescheduling. Communication was clear and responsive across the whole engagement

What was your primary form of communication with Conceptica?

• In-Person Meeting
• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

They think like product people, not just designers executing a spec. They took the time to understand how our team actually works day to day, and it showed in the details — things like the multi-select task rescheduling came from them noticing a real pain point, not from a brief. 

The senior-only setup made a real difference. We worked directly with experienced designers, so there was no layer of junior work to correct or long ramp-up time. Every deliverable came back at a high level and needed minimal back-and-forth. 

The subscription, embedded model also fit us well. It felt like having an in-house design team without the overhead of hiring one — they stayed aligned with our goals and kept moving the product forward between meetings.

Are there any areas for improvement or something Conceptica could have done differently?

Nothing major. If anything, at the very start it took us a couple of iterations to get the visual style fully aligned with how we imagined the tool, since we came in without a clear brand direction for it. Once we settled that together, everything moved smoothly.

We'd have happily started with them even sooner in the product's life, but that's on our side, not theirs.

BACKGROUND

Please describe your company and position.

I am the Head of Engineering of TONES

Describe what your company does in a single sentence.

Research & Development, HiTech, Innovations

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Conceptica to accomplish?

• TONES logo, web app wireframes, UI design

SOLUTION

How did you find Conceptica?

• Online Search
• Referral
• Clutch Site

Why did you select Conceptica over others?

• High ratings
• Great culture fit
• Company values aligned

How many teammates from Conceptica were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Conceptica handled a genuinely complex brief — a laboratory protocol execution platform with real-time monitoring, precision workflows, and zero room for UX errors. Conceptica came in prepared, asked the right questions, and delivered a design system and interface that actually fits how lab specialists think and work. Great communication, weekly deliveries, work delivered in time.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Minimum lovable product launch

Describe their project management. Did they deliver items on time? How did they respond to your needs?

high level priject management (excellent score)

What was your primary form of communication with Conceptica?

• In-Person Meeting
• Virtual Meeting

What did you find most impressive or unique about this company?

• personal approach
• research of specific topics
• expertise 

They had a solid process and impressive output. Would recommend for any complex product.

Are there any areas for improvement or something Conceptica could have done differently?

• all good