Custom Software Development & Business Automation
We help growing Australian businesses scale by building custom-made software solutions that automate processes, reduce risk, and improve profitability. We then host, support, and improve these systems over time.
We know how software truly works and we make it our mission to know your business just as well – so the software we deliver reflects and enhances the work you do.
Edge Financial Planning is a Melbourne based firm focusing on increasing the financial position of hundreds of Australian families. As a small business, the company relied on many off the shelf tools to support their business processes. These systems were not developed with a focus on the financial world, leading to extensive time investment and an excessive cost overhead in an already competitive marketplace. The company embraced a Vokke software solution, showing them the state of their business in a centralized location. This decision allows Edge Financial Planning to focus more on what matters – customers, quality and sound advice – and less about the management of information.
Key features / highlights
- Unique workflow board with drag and drop cards
- Automated scheduling
- Powerful reporting and analytics
- Team member targets
- Commission forecasts and tracking
Every team member was spending hours a week trying to track the status of client workflows. Each client would move through an extensive, long running workflow involving expertise from team members and outside departments. Edge relied on third party software solutions which were not fit for purpose. Information was often replicated across systems by hand, open to human error, difficult to update, and hard to report on.
Edge was operating like most businesses, where the team spends a large portion of their time simply keeping the business data to date.
After a consultation with a business analyst, a solution was drafted that would automate their daily business tasks. An integrated, centralised cloud solution was developed adopting the unique processes of the company, moving tedious tasks onto the cloud. For the first time, team members can work remotely via a secure cloud service and have a real time, up to date picture of their client workflows. This solution gives Edge a unique advantage in their industry.
MNPS is a leading neuropsychology practice in metropolitan Melbourne. Their services include medico-legal, forensic, diagnostic and cognitive assessment across a broad range of age groups. Such an information-rich domain requires a strong IT support backbone. MNPS was stuck using legacy software which no longer provided the necessary storage and analysis requirements. A custom solution from Vokke now allows MNPS to automatically manage thousands of patients in a way that works for them. A way that is strategically unique to their business.
Key features / highlights
- Web based (prior solution was desktop only)
- Strong encryption and storage
- Migration of legacy data
- Powerful filtering and data analysis tools
- Fast data entry and retrieval
MNPS manages thousands of complex patient records. Each patient may have specific diagnostic criteria, payment details and referral information, as well as externally created supporting documents. This complex information environment was managed through a legacy FileMaker solution. This solution and its design philosophy were no longer relevant to the company. Storage and retrieval of records was slow and error prone, and the system possessed several severe technical limitations. There was no ability to report on or analyse cohorts of patients.
A Vokke software solution was planned that would solve many of the problems experienced by the clinicians at MNPS. Cloud based software was developed that allowed clinicians to access patient data in a secure yet accessible manner. By integrating their processes into the software, the solution provided a clear, intuitive way to automate data entry and analysis over their patients. Historical records were automatically migrated from their legacy application with no disruption to daily business operations.
A custom-built quoting and document management system that gets work done at lightning speed.
- Increased margins
- Easier business management
- Improved scalability
- Increased sales rates
Key features and highlights
- From planning to operation in three months
- Simple management of quotes and variations
- Instant conversion from Office Boy proposals to specifications
- Everything is trackable and reportable
- Google Drive integration
- Notifications to alert staff about important events
Office Boy is one of Australia’s most trusted office fitout providers, who deliver high-quality commercial fitouts to corporate office spaces across Australia.
Like many businesses, Office Boy spent a considerable amount of time preparing quotes for clients and specifications for staff and contractors.
Most small businesses prepare client estimates and proposals through a combination of Excel, Powerpoint and Wordwhich can be time consuming and error-prone. Over years, Office Boy had developed their own unique way of preparing proposals that got the job done, but there was a lot of room for improvement.
Once clients have received proposals or even after approving the quote, they often request revisions and variations to the project scope. This was done manually with no clear history of variations and sign-offs.
Finally, when proposals and variations had final sign off, the process to inform contractors of the work to be completed was completely manual. Office Boy created a specification document manually in Word and emailed it to the relevant parties. When post-approval variations were introduced, these were also typed up manually and emailed out – resulting in confusion of scope across all stakeholders.
We solved this problem by developing custom software that improved and sped up these processes and added some much-needed functionality. Now Office Boy can issue quotes digitally, track revisions, and create specifications with a button click.
“We get very personalized attention and services.”
Vokke provides development services for a construction company. They developed the firm’s ERP system. Then, they engaged in automation projects. Now, they’re helping the client undertake huge system updates.
“We get very personalized attention and services.”
Apr 14, 2021
The business has grown over the years, thanks to Vokke’s work on their platform. The client feels a sense of partnership with the team as they take care of the company’s needs. They take time to understand the firm’s problems, and they provide fast and better solutions to solve those problems.
A Clutch analyst personally interviewed this client over the phone. Below is an edited transcript.
Introduce your business and what you do there.
I'm currently the business transformation manager at a construction company in Melbourne, Australia.
What challenge were you trying to address with Vokke?
Our engagement with Vokke has varied over the years. Initially, we were trying to transform from being a paper-based company to a digital company. The idea behind this was to support our company, which has grown steadily over the last 3–4 years.
What was the scope of their involvement?
We’ve also gone through automation projects. Our customers usually sent their purchase orders in PDF format, and Vokke helped us automate that process. On top of that, we also went through a big project in 2020 to update the contractor side of our software, where we wanted to make ourselves compliant with the safety measures and requirements of the construction industry.
At present, we don’t have an end date for our engagement with Vokke because we’re evolving. When we started the company, we only had 3–4 people. However, we’ve been growing so fast and our business model keeps changing. Now, we’re 16 in the office, and we’re about to enter new markets and opportunities. We’re going to undertake another big change in the system, so our partnership with Vokke will continue.
What is the team composition?
We work with Jon (CEO) and Adrian (Director). We also worked with their head of operations.
How did you come to work with Vokke?
At that time, we tried a few off-the-shelf solutions and engaged bespoke software developers. Then, somebody referred Vokke to us, and we thought they were good. During the discovery phase, we knew each other better. There was good faith, and they seemed to have a good company culture that we aligned with. They also seemed to be an ambitious business. Ultimately, since they were growing as we were growing, we decided to partner with them.
How much have you invested with them?
So far, we’ve invested between $100,000–$600,000 AUD (approximately $77,000–$466,000 USD).
What is the status of this engagement?
The project officially started in January 2018, and it’s ongoing. The discovery phase lasted from October–December 2017, where we laid out our requirements and bottlenecks. Then, they started building the ERP system in 2018.
What evidence can you share that demonstrates the impact of the engagement?
We are able to run our business on a digital platform. Due to our business intelligence (BI) project, we also have much more information about the business in real-time that facilitates decision making. Our company has been steadily growing over the past years and the software solution has been key in supporting that growth. We’ve also been able to work from home during the COVID-19 pandemic. For context, we’ve been considered essential workers in Australia because we’re in the waste management construction industry. While we’ve seen other companies struggle to work from home, we’ve been able to do it since day one.
As a general comment, I’ve always had a sense of true partnership with Vokke. They know our business inside out, and their ethics are impeccable. As a result, we always have options in terms of project delivery. For instance, they give us different choices in terms of pricing relative to the services they provide.
They also provide a lot of feedback. They’re honest, especially when a feature I’m requesting doesn’t make sense in the long run. If the results aren’t going to be what I think they will be, Vokke recommends better options.
How did Vokke perform from a project management standpoint?
Vokke’s project management is excellent. They communicate with me along the way, and the communication has kept getting better during the last three years. We communicate using their portal if not through email. The collaboration portal is on their website, and they have a support desk where everyone can log a ticket for them to fix issues.
On top of that, they listen to my feedback. If I tell them that something isn’t working for me, they adapt very quickly. Then, they propose new solutions. Moreover, they’re transparent in terms of deadlines. Adrian and Jon are good at keeping timelines in place. They help me deliver on time and on budget while keeping track of monthly expenditures. Overall, they allow me to keep my projects in check.
What did you find most impressive about them?
We get very personalized attention and services. They dedicate time to understand our problems so they can solve the issues we have at hand. Their attention to detail is outstanding; they care about understanding the problem, which is rare. Other suppliers bring us faster solutions but not better solutions. With Vokke, we always get both; I don’t need to sacrifice speed for quality.
Are there any areas they could improve?
The approval of the project’s scope took a little too long because we were writing on a document back and forth. Currently, we do two-hour meetings where everything is solved. It’s so much more efficient than how it used to be. Other than this, I don’t have anything they can improve moving forward.
Do you have any advice for potential customers?
As a client, spend time understanding the problem so that when you engage with Vokke, you’re clear on what you’re trying to solve. Break it down as much as you can because the solution you’ll get is going to have a much better quality than if you don’t spend the time understanding the problem.
"The business plan we have is currently on track, and we have achieved our goals."
A marketing company hired Vokke to develop custom software. They are tasked with developing a cloud-based B2C service site that enhances the search engine and maximizes software automation.
"The business plan we have is currently on track, and we have achieved our goals."
Apr 10, 2021
Thanks to Vokke's engagements, the business plan is on track and the client has achieved the business's goals successfully. The admin support developed by Vokke has allowed the client to operate their clerical staff effectively. Overall, they are a trustworthy team that is critical to achievements.
The client submitted this review online.
Please describe your company and your position there.
Awesomme is an affiliate marketing company for wine retailers. It provides customers with advice on the best quality, best value wines available in Australia. It will shortly release a dynamic food and wine matching service with global applicability. This will open up additional revenue sources. I am co-founder, director and head up our IT function.
For what projects/services did your company hire Vokke, and what were your goals?
The business goals are to develop Australia's leading wine search engine, maximise the level of software automation to support the wine search engine, minimising the need for admin and clerical data entry and support, develop rule based software that can accurately asses a wine quality and a wine's value for money based upon volume sampling of data, develop a system that can scale globally, and create an extensible system with foundations for additional business development.
Our previous software developer was unable to grasp the business model, which means the development stalled. Vokke immediately understood our goals and was extremely adept at turning the business goals into a cloud based B2C service.
The Technical Goals are to understand the awesomme business proposition, document the conversion of business goals into specifications that a user could understand, Convert the specifications into cloud based software solutions, convert the specifications into cloud based software solutions.
Also, maintain tight cost controls throughout the development cycle, keeping the customer informed of progress vs time and budget, Provision of thorough testing and QA, and Delivery of a cloud solution that exceeded customer expectations.
How did you select Vokke and what were the deciding factors?
I interviewed one of the principals of Vokke and was impressed by the breadth of expertise covering the entire development life cycle, particularly their ability to grasp complex business goals and simplify the transformation into specifications. This led to cost savings for us as there was little if any rework required. They have an ethos of get it right first time. Vokke were given a small task, a few weeks work, as a test to see if they could deliver, which they did.. within timescale and budget - the quality exceed out expectations.
Describe the scope of work in detail, including the project steps, key deliverables, and technologies used.
The methodology is an AGILE approach with periodic sprints. Currently up to sprint 23. The initial step was an overall strategy defining the information needs of the business, against that strategy the development steps are, User Requirement capture and specification including customer feedback sessions to ensure accuracy and completeness.
Technical specification and Database design enhancement to support new requirements. The Software construction and Internal QA by Vokke. The User acceptance testing against business requirement, fix and re test any issues found during initial UAT. Deployment and Post deployment review.
Next Sprint then follows. From a business perspective the key deliverables were made up of four main subsystems. The Data Management sub system, this provides software to maintain transaction data business rules and create reference data against the validated against the original strategy. The reference data is quite complex as it maintains data integrity for the rules that dictate, for example, how food can match wine - this is non trivial.
A cloud based web service comprising full function searching, slicing and dicing, and filtering against multiple criteria with cross validation needed across the each filter element. The third part of the overall system is full integration with 3rd part data providers using published API, and finally there several internal data integrity services which ensure internal consistency and also consistency with the multiple 3rd party data suppliers.
How many people from the vendor's team worked with you, and what were their positions?
Business Analyst. (user requirements specifications) Information Analysts ( data management and database design) Software Development team. Quality Assurance team. I would estimate over the 3 years plus we have interacted with about ten people.
Can you share any measurable outcomes of the project or general feedback about the deliverables?
Whilst we are in the middle of a 5 year project, the business plan we have is currently on track, and we have achieved our goals. Others will require the remainder of the project timescale. There is no better wine search engine in australia. We are currently implementing our SEO strategy to maximise the user base. Vivino is currently the world leading wine search engine... I invite you to compare it to our (Vokke developed) offering.
The sophistication of the admin support system ( developed by Vokke) allows us to operate with less than 10 clerical staff. We are currently embarking on the global delivery of a wine and food matching service, which we believe will be a unique offering, the system is such that it supports both extension and expansion without any difficulty - in fairness the initial Overall Strategy we developed with Vokke has been critical to this achievement.
Describe their project management style, including communication tools and timelines.
Initially we explored the usefulness of 3rd party tools, we ( not Vokke) prefer to use Video conference, Email, and the occasional face to face meeting. Written specifications and diagrams are often used to support walk through and feedback sessions. It is all about choosing the best mechanism, sometimes its words, sometimes textual, some times diagrammatical and some times all of the above.
The project management style is extremely collaborative, we share problems and issues, ideas and solutions. There are no barriers, the environment is one of trust, honesty and openness - this did not happen overnight, but is the result of us working as one team.
What did you find most impressive or unique about this company?
Are there any areas for improvement or something they could have done differently?
From my perspective, the answer is no. I would say, after being in IT since 1977, and having filled most IT posts from programmer to Oracle consultant to National IT Manager, for a major Superannuation Company and having developed my own successful IT company back in the 90s.... the only hindsight I have is I wished I had found a company like Vokke 30 years ago. From the Vokke perspective. the answer is yes, they did not charge me enough.