Ultimate Systems

Please describe your company and your position there.

Owner of Social Media Company

For what projects/services did your company hire Ultimate Systems?

UX, UI & coding websites for our clients

What were your goals for this project?

Increase the number and availability of completed websites

How did you select this vendor?

recommendation from friendly agency recommendation

Describe the project and the services they provided in detail.

Ultimate Systems code for us various types of websites & on line application for our clients. I value cooperation with Ultimate Systems because they are very flexible and can respond quickly to queries. We have already developed a method of cooperation and I see that this model works very well.

What was the team composition?

Depending on the type of project. Mostly project manager and couple coders. Sometimes UX & UI

Can you share any information that demonstrates the impact that this project has had on your business?

I see satisfied customers and this is the greatest value of project implementation with Ultimate Systems. We have technical support, huge knowledge and this is the most impressive

How was project management arranged and how effective was it?

We have access to the progress of work and see all projects that are simultaneously related by Ultimate Systems. In addition, if you have any questions, Tomasz helps and is the contact person.

What did you find most impressive about this company?

They can work on several projects at the same time and implement all of them on time.

Are there any areas for improvement?

I can’t see anything right now.

Please describe your company and your position there.

Member of the board of the Digital Agency

For what projects/services did your company hire Ultimate Systems?

We cooperate with Ultimate Systems in the field of coding websites for our

What were your goals for this project?

Designing and coding a page for our client

How did you select this vendor?

We know each other from the BNI company and working together 5 years

Describe the project and the services they provided in detail.

Ultimate Systems began sending three graphical propositions for the home page. After choosing one version, they submitted projects for the other views. After accepting all views, they began programming the site. The site was reported on time and we were in touch with PM all the time. After implementation, Ultimate Systems provided us with comprehensive care because he bought the domain and installed the site on the server

What was the team composition?

Graphic designer and two programmers. One from the frontend part and the other from the backend part. There was also their PM all the time

Can you share any information that demonstrates the impact that this project has had on your business?

We have very good support at Ultimate Systems as a proven subcontractor

How was project management arranged and how effective was it?

Comparing with other companies we worked with, I think that project management was at a very high level. Communication is at the highest level, therefore we work with Ultimate Systems

What did you find most impressive about this company?

Their communication and speed of implementation are undoubtedly the biggest advantages of cooperating with them.

Are there any areas for improvement?

Can’t see anything

Please describe your company and your position there.

Owner of insurance agency

For what projects/services did your company hire Ultimate Systems?

Application for leads

What were your goals for this project?

better management for customer queries / leads

How did you select this vendor?

From a customer who has a very huge company. Ultimate Systems created software for them.

Describe the project and the services they provided in detail.

They implemented a ready system for my company which they sell in license mode. The application was ready from the very beginning and we could test it. Part of the functionality was implemented under our needs. This was, among others, the automation of generating offers and contracts

What was the team composition?

Project manager, UX designer, UI designer nad programers

Can you share any information that demonstrates the impact that this project has had on your business?

we see great satisfaction of our customers with the introduced solution. In addition, we see better organisation of work among employees

How was project management arranged and how effective was it?

I can see all leads flowing to my employees and manage queries better. The application has a built-in calendar and is integration with google calendar. I get notifications about sending offers, meetings and telephones. The application greatly facilitated the organisation of work flow. The biggest plus is the automation generation of offers and contracts and reminders to deadline the contract

What did you find most impressive about this company?

How quickly they implementation and adaptation of the application to our needs

Are there any areas for improvement?

I don’t see nothing for this moment. They are fast at a value price and with good communication

Please describe your company and your position there.

Member of the board of the SEO company

For what projects/services did your company hire Ultimate Systems?

We had a problem with sales management and we needed to create a dedicated application for sales representatives

What were your goals for this project?

Increase sales conversions and the quality of supported queries

How did you select this vendor?

We had recommendations from another agency that had good experiences with Ultimate Systems. The project was extensive, so we needed a company with extensive experience

Describe the project and the services they provided in detail.

The project began with collecting assumptions and determining needs. Ultimate Systems began by preparing a functional mock-up and after acceptance they began the graphic design of each view. We met every 2 week sprints. Intervals in which the progress of work was presented and the details of further implementation were determined. Ultimate Systems led us by the hand from the very beginning to the final stage. We felt very cared for at every stage of implementation.

What was the team composition?

The project manager was Tomasz and we agreed with him all the details. People from the team responsible for project implementation also participated in the meetings. The meetings were held in two-week sprints. Contact with the team was very good and they responded quickly to messages.

Can you share any information that demonstrates the impact that this project has had on your business?

We noticed a large increase in employee productivity. Work has become more effective, and we as management can focus on implementing sales plans. In addition, we signed an SLA agreement under which we have support 10 hours a month.

How was project management arranged and how effective was it?

Comparing with other companies we worked with, I think that project management was at a very high level. All deadlines were kept and communication was at a very high level.

What did you find most impressive about this company?

Way of managing work and timeliness of the stages given. A big advantage was also the stage of application implementation to the company, because it was smooth and employees quickly switched to work in new conditions.

Are there any areas for improvement?

Can’t see anything

Please describe your company and your position there.

Loft Affair is a property management company for short, middle and long term lets. We take care of the rentals with an end-to-end approach: sales & sales support, channel management, customer service, payments processing, maintenance, cleaning, quality control and even design. We manage both small boutique hotels as well as unique apartments the Airbnb type, providing them with hotel like services.

For what projects/services did your company hire Ultimate Systems?

Developing an app that was integrated with our property management software & sales channels (airbnb, booking.com etc) and managed modules such as front desk & sales, HR, cleaning scheduling & maintenance, logistics, finance & invoicing (very complex since our business model includes rents based on % of sales).

What were your goals for this project?

Improving the organisation, providing our customers - rental owners - with our own product tailored to the business model and huge amount of time saving. As well meeting some challenges we have been facing with market solutions that weren't exactly sufficient for our operations and finally getting one that worked flawlessly.

How did you select this vendor?

This vendor was recommended, we checked 5 other vendors but this one seemed to be the most experienced and strongly specialised in development of in-house apps for companies, with softwares being tailored to the industry. This project was essential for us so we really wanted to someone that will be reliable and meet the expectations, creating exactly what we wanted, on time and schedule.

Describe the project and the services they provided in detail.

They designed , develop and launched the entire application. The project began with workshops and meanwhile vendor already began drafting the functional part of the app that we could test during the workshop which was very useful and key to getting really what we wanted. We provided a lot of guideliness but the briefings were often general and the vendor had to sum up everything and it was always to the point. They designed Front Office module (bookings & payments management), Back Office module (Calendar, cleaning, maintenance and logistics) and Finance module (with management of reporting, accounting and detailed accounts for owners).

What was the team composition?

The team was a project manager from our side supervised directly with CEO who participated a lot and 2 people from the vendor side.

Can you share any information that demonstrates the impact that this project has had on your business?

A major gain of around 5-6 hours daily for the employees, a major achievement for the company that wanted to become even more IT driven, a great satisfaction of our customers rental owners with a solution much improved to what we had before.

How was project management arranged and how effective was it?

We were very satisfied with the project management. Vendor sticked to tight deadlines and even motivated us to be always ready with documentation and details. We could count on their flexibility and support but they wouldn't let go even though we were often extremely busy and would had to reschedule a meeting, since the project partly took place in high season. We worked both meeting directly and via emails, sometimes skype sessions.

What did you find most impressive about this company?

Very well organised, meeting absolutely all the deadlines. A comprehensive approach to the project without needs for much corrections , even though project was extremely complex and industry specific, they understood very well all the challenges and were able themselves to tailor the project to our needs and propose some new solutions that we didn't think of.

Are there any areas for improvement?

There isn't anything to me that they could improve. We were fully satisfied from the achievement and the entire project went truly well.

Please describe your company and your position there.

Digicount is a small bookkeeping form that has recently started a new project: Bizantium. Bizantium is an online financial plan generator that helps starting entrepreneurs draft their financial plan. As the project manager of Bizantium, I am in charge of overseeing the development with our software development partner: Ultimate Systems.

For what projects/services did your company hire Ultimate Systems?

We had the idea for Bizantium for a while, but we aren't software developers. That's why we contacted Tomasz at Ultimate Systems to see if he could develop this tool for us.

What were your goals for this project?

Digicount already drafts financial plans for its clients manually, with Bizantium we aim to digitalize and automatize this process. Ultimate Systems will design our tool as a web-based application using many different coding languages, including Spring, SQL, JS and CSS. The ultimate goal of this project is to find more clients and generate more revenue for Digicount.

How did you select this vendor?

In our search for the perfect vendor, we contacted many different software developers. Since Digicount is based in Belgium, most of these were Belgian vendors, such as ProductBuilder and Accounton. Kevin, CEO at Digicount, has known Tomasz for over 10 years. Last year in October, I went to Krakau to visit Ultimate Systems and to see what their way of working is. Seeing their extensive list of happy clients and tools they've built, I was also convinced that Ultimate Systems is the perfect match for us.

Describe the project and the services they provided in detail.

During our first real-life meeting in Krakau, I sat down with the Ultimate Systems team to design the first mock-up for Bizantium. We discussed the most important features, such as the survey with different questions regarding the financial plan and what the financial plan would look like in the end. In April 2020 we decided to go ahead with Ultimate Systems and had some virtual meetings to discuss the details. We went over the look and feel of the tool, which features a user would have access to based on the pricing option he chooses and extra features we would like to implement, like a graphical overview of all costs and revenues the user has. Ultimate Systems is responsible for developing the tool and installing it on the server.

What was the team composition?

Since our project is mostly handled digitally, it's hard to say how many members of the Ultimate Systems team are actively working on our tool. All communication with Ultimate Systems is handled by Tomasz, the CEO. He is in charge of communicating to his team who needs to work on Bizantium. The size of the team won't change over time.

Can you share any information that demonstrates the impact that this project has had on your business?

Our project is still ongoing, so it's hard to answer this question. We are certain that Bizantium will increase efficiency greatly for us, since we won't have to draft financial plans manually anymore. We recently won an award with Bizantium worth €5000, which illustrates the validity of our idea for this tool.

How was project management arranged and how effective was it?

Project management is arranged by Tomasz, and is handled very efficiently. We mostly have contact through email and Skype, although we also contact each other on Whatsapp for quick, informal questions. Tomasz speaks English fluently, so language barriers don't create any problems for our project.

What did you find most impressive about this company?

The first time I visited Krakau as a tourist, I signed up for a free Walkative tour. Walkative has a beautiful application in which you can sign up for such tours. I later found out that this application was programmed by Ultimate Systems. This immediately inspired trust with us: Ultimate Systems knows what they are doing.

Are there any areas for improvement?

So far, I can't say that I see any areas for improvement. Our project is progressing at a steady pace, communication is clear and efficient and we have the fullest confidence in Ultimate Systems to deliver a great tool for us.

Please describe your company and your position there.

We are a design agency that is mostly focused on complete visual identifications - from naming, through logotype, catalogues, print materials, ending on branded clothing and office signage. I'm the co-owner of the company.

For what projects/services did your company hire Ultimate Systems?

We had to use too many tools for project management, and on top of that - a separate CRM tool. None of the project management tools were perfect, every single one of them missed some features that were essential to our workflow, and tracking progress of a project through multiple tools was far from ideal.

What were your goals for this project?

The solution had to replicate features of a few selected tools, and integrate via API with an external CRM tool that we liked. The most important thing about it was very granular permission system for the users, since there are some NDA-protected projects that certain employees can't have access to or even see them.

How did you select this vendor?

They were recommended by a friend that knew we were looking for a vendor and are dissatisfied with the results. Prior to them we have talked with three other vendors, but Ultimate Systems was the only company that actually came up with ideas and possible solutions during our initial meeting and we instantly liked what they proposed.

Describe the project and the services they provided in detail.

The project began with a workshop on which we defined the general scope of the project, and the MVP. After that they worked in a 2-week long iterations, after which we were able to test all the features that were incrementally being implemented and provide a feedback on them. All the changes were quickly implemented and thanks to this approach we discovered a lot of areas in which our processes could be improved.

What was the team composition?

We worked with a team of 2 designers, 3 backend developers, 2 frontend developers and a project manager.

Can you share any information that demonstrates the impact that this project has had on your business?

Had we gone with another vendor that just produces software according to our requirements we would be most likely re-doing the solution right now. Thanks to Ultimate Systems approach of incrementally delivering every 2 weeks we were able to spot areas which did not specify properly, and that could be simplified or even completely automated. The tool they made is something we're actively using daily, and it saves us a lot of time every single day.

How was project management arranged and how effective was it?

Communication was easy and friendly, we had no issues whatsoever and in general it was very effective.

What did you find most impressive about this company?

They were very client-oriented and resourceful. They deeply analyzed our workflow and found problems even we didn't know about -- that were hidden in the plain sight for us.

Are there any areas for improvement?

I can't think of anything - everything worked well in our case.

Please describe your company and your position there.

HANA Design is a company focused on furnishing office interiors. We offer we carpeting, office furniture, office chairs, lighting, and accessories. We operate in Poland and the EU.

For what projects/services did your company hire Ultimate Systems?

We needed to hire an external resource to design and create our company’s e-commerce website. 

What were your goals for this project?

We wanted an easy-to-manage website. It needed to have intuitive browsing and easy access to our products so customers can find what they’re looking for.

How did you select this vendor?

One of our customers recommended Ultimate Systems. We scheduled a meeting and thought they’d be a good business partner.

Describe the project in detail.

Ultimate Systems started by holding several meetings for us to describe what exactly we wanted on our website. Then they went back and created a few possible versions of how the site could look. After we chose our favorite option, we had additional discussions about the details of the site layout. Finally, they developed the actual website. They continue to serve as our tech support whenever there are any changes or problems on the website.

What was the team composition?

We were assigned a project manager.

Can you share any outcomes from the project that demonstrate progress or success?

We received a lot of positive feedback from our customers and architects once the website launched. They find the new site to be really user-friendly. It's very easy for customers to quickly find what they're looking for, which was our main goal.

How effective was the workflow between your team and theirs?

Ultimate Systems’ workflow was perfect. There were no problems with communication. Our project manager was friendly and helpful. He even offered us numerous ideas on how to make our website better. It worked out great having one main contact. He was always available whenever we had any feedback or questions, which made the process super smooth.

What did you find most impressive about this company?

Great communication is the key to successful cooperation. Ultimate Systems did a good job of keeping to scheduled deadlines. We also really appreciate that they offer tech support after project completion.

Are there any areas for improvement?

No, not that I can think of. In my opinion, everything is great.

Introduce your business and what you do there.

I’m the owner of NorthStar Consulting, a sales consulting firm helping companies scale B2B sales and go international. We mainly work with central European clients and some companies from North America and western Europe.

What challenge were you trying to address with Ultimate Systems?

I have to be really precise in terms of statistics, control, and overall monitoring of sales. I had some specific needs for client communication and client relationship management. I needed a tailor-made CRM system to help me with my needs, but also to help and guide some of my clients in their sale cycles.

What was the scope of their involvement?

They built a tailor-made CRM to help me build not only my business pipeline but whole relationships. They helped me manage the sales funnel. We needed a full workflow dedicated to our targeted group, to our clients. We needed simple things like easy access to some data statistics and analytics.

Since the owner is a designer and knows a lot about UX, he was able to not only give me coding but also sit down and do the functional mockups. Based on the mockups, we could discuss how different functionalities would go and how different flows would be managed. I then confirmed what I wanted them to code and what we wanted to optimize.

We had different sprints and we tested it in six months. We’ve finished the main framework, but it’s still a work in progress. We’re a building a mobile app on top of the web system. Even when they’re developing the mobile app, it’s not like the web isn’t changing. We’re testing a lot of things and planning to implement integrations with other services.

What is the team composition?

I worked with the owner, a designer, a lead developer, and another team member. I was mainly in touch with the owner, who served as the project manager.

How did you come to work with Ultimate Systems?

I worked with them previously, when they specialized in web design. I had known the owner for some time, and I liked the relationship and his business approach. He’s a graphic designer and knows a lot about UX. He has different UX and technical approaches, along with business ideas.

How much have you invested with them?

We’ve spent 28,000 euros ($31,448 USD).

What is the status of this engagement?

We started working together in January 2018 and the work is ongoing.

What evidence can you share that demonstrates the impact of the engagement?

Their system gave me a clear overview of what was going on with the communication with my clients, when to follow up, how to follow up, and when to start closing without being pushy. I opened a new office this year and within one month, we were already fully active and had clients. It was helpful in scaling our business and literally getting everything on track within a couple of weeks.

How did Ultimate Systems perform from a project management standpoint?

Project management was really good. In some sprints, we had situations where we went overtime, but that was mostly because I changed some functionalities.

What did you find most impressive about them?

Their approach is to understand the technical aspects and the business aspect of what I’m doing, and then filter it not only through technology but through a full UX approach. They not only deliver code but also think about how it will be helpful. They check whether I’m satisfied and what needs to be changed in terms of communication with the developers or designers. They really care about what’s going on.

Are there any areas they could improve?

I’m really happy with what they did. If I still had the same approach building this again, I would do it again with them.

Do you have any advice for potential customers?

If someone has something that needs tailor-made work, they’re a really good partner. They’ve been building different process automation and process improvement tools for different types of businesses. They have a lot of experience in process automation.

Please describe your company and your position there.

I am the co-owner and CEO of a tour company promoting and scheduling tip-based tours in Poland and Ukraine.

For what projects/services did your company hire Ultimate Systems?

We needed a tour scheduling mechanism with a friendly UI.

What were your goals for this project?

We wanted an automatic scheduling system that would distribute scheduled tours between over 100 guides equally.

How did you select this vendor?

We did an online search and found they fit within our price range. Also, their client-friendly approach proved helpful from the start.

Describe the project and the services they provided in detail.

They designed a new web backend containing the mechanism scheduling tours, along with a corresponding UI. The UI has a built-in calendar for each tour guide’s availability, and the system analyzes that input along with other criteria, such as the guide’s experience, to create a full tour schedule accessible on the website.

What was the team composition?

We cooperated with a project manager and a programmer.

Can you share any information that demonstrates the impact that this project has had on your business?

Our new system is very fair for our guides. In addition, it gives us the chance to focus on promoting our tours rather than working on scheduling.

How was project management arranged and how effective was it?

Their project manager constantly asks us about our needs, even if we forget. Our communication was swift and easy. They follow up with us regularly and they make changes quickly.

What did you find most impressive about this company?

They had a client-oriented style. We organized working sessions with them at our office and they were easily approachable whenever we needed them.

Are there any areas for improvement?

Once, if I recall correctly, we had to wait for a response a bit longer than we expected, but other than that, we were completely satisfied.