Business process mapping
We chart your process end-to-end: roles, steps, decision points, deadlines. The map becomes a shared language for management and operations — and the foundation for automation.
See a sample mapYour Data. Organized.
Struggling with the quality of management reports? Decide faster — and with confidence.
We take the processes that live in spreadsheets, e-mails and SharePoint — and close them in a single system, from the first customer inquiry to the invoice. Your decisions run on data, not guesswork.
What we do
Better data flow across your company
From a process map to a working system — with data that adds up.
Process automation
We automate the repetitive and decision-driven parts of processes: approvals, reminders, document flows. Fewer manual steps, fewer errors, shorter turnaround.
AI-readiness audits
We honestly assess whether your data, processes and architecture allow a safe and profitable AI rollout. Sometimes the best recommendation is: not yet — and we say so plainly.
Systems built around the process
When spreadsheets and low-code stop being enough, we move the process into a dedicated application: with history, permissions, dictionaries and reporting. Complexity stays in the system, not in people's heads.
Predictive analytics
We turn historical data into forecasts that support business and financial decisions — from sales trends to operational workload.
AI / LLM tools
We build configurable tools based on language models: categorizing and clustering requests, case scoring, assistants that answer from your company's documents.
What we build
Solutions that bring order to work
Configurable tools that we fit to your organization — not the other way around.
Process CRM for finance and leasing
Case, application and complaint handling systems: statuses, permissions, scoring, an audit trail for every decision. Designed for regulatory compliance from day one.
CRM for freight forwarding and customs agencies
A ready-to-deploy case handling system: from inquiry, through quotation and multi-branch execution, to the invoice. Statuses, permissions, dynamic service forms, quote calculators — designed for the real complexity of the industry.
Tools for sales networks
One standard of work for every branch and team: a shared view of customers and cases, a transparent pipeline, results reporting without collecting data by hand.
Configurable LLM tools
Tools that read requests, tasks and documents, then categorize, cluster and score them against configurable rules. Every assessment has an audit trail, and sensitive data is masked before it reaches the model.
A detailed case study — how a process scattered across spreadsheets and e-mails lands in one flow — coming soon.
Who we work with
Our specialization
- Finance & Banking
- Leasing
- Freight forwarding & transport
- Customs agencies
- Logistics
- Insurance
Less manual work
Business process automation
We design and implement automations that genuinely take load off operations teams and shorten process turnaround. We focus on automating data-driven decisions, integrating systems and eliminating manual, repetitive work.
- Automated approvals, reminders and document flows
- Fewer operational errors thanks to validation at entry
- Integration with M365, ERP and CRM systems
- Notifications and escalations that guard deadlines (SLA)
- Automations that grow together with the process
A single version of truth
Efficient management reporting
We design and implement management reporting built on one consistent version of data. We focus on decision-grade metrics, clarity of results and fast access to the information that genuinely supports management decisions.
- One consistent version of data for the whole organization
- KPIs and metrics that support management decisions
- Clear financial, operational and sales reports
- Fast access to current data without manual roll-ups
- Deviations visible immediately, not at month end
Do the math
How much is manual reporting costing you?
No magic, no promises: people × hours × rate × 52 weeks. Plug in your own numbers.
€28,080
a year — the cost of manually stitching reports together from 4 sources, before you count copy-paste errors and decisions made too late.
Let's talk about automating itWe implement Data Governance
We bring order to data, responsibilities and standards — following recognized data management frameworks (DAMA DMBOK) — so that management decides on a single source of truth. Definitions, data owners, quality and security: set up from the start, not bolted on at the end.
Let's talk about your dataHow we work
From chaos to one flow
01
We map
The end-to-end process on a single map: roles, steps, decision points, deadlines.
02
We organize
Data, dictionaries, responsibilities — one source of truth for the whole organization.
03
We automate
The system takes over the repetitive steps; your team makes the decisions.
Process mapping
This is what a process that adds up looks like
A fragment of an anonymized map from a real implementation — from inquiry to invoice. Pick a step to see what happens underneath.
01 · Inquiry
- Role
- Customer
- Input
- e-mail, phone, web form
- Deadline
- registered the same day
- System
- register: new inquiry
Every inquiry — whatever the channel — lands in a single register and gets an owner. Nothing waits in somebody's inbox.
02 · Case registration
- Role
- Sales
- Tool
- case register, numbering per branch and year
- Deadline
- immediately
- System
- database: case number · duplicate check
The system assigns a case number and checks whether the customer is asking about the same thing twice. The contact history grows from day one.
03 · Quote and offer
- Role
- Sales
- Tool
- rate calculator, daily exchange rates
- Deadline
- reminder after 7 days without a reply
- System
- e-mail with the offer · reminder timer +7 days
The offer comes from a calculation, not from memory. Versions stay with the case, and a missing reply is chased by the system, not by someone's conscience.
04 · Customer decision
- Role
- Customer
- Tool
- case status
- Outcomes
- YES → delivery · NO → withdrawal with a reason
- System
- case status change
A decision point: acceptance starts the delivery, refusal requires a reason. The process has no "somehow pending" state.
✕ · Withdrawal with a reason
- Role
- Sales
- Tool
- dictionary of withdrawal reasons
- Deadline
- when the case is closed
- System
- withdrawal reason into the dictionary (reports)
A lost offer is data too. After a quarter you can see why you lose offers — price, lead time or scope — and what to do about it.
05 · Service delivery
- Role
- Operations
- Tool
- service forms, status per service
- Deadline
- follow-up after 3 days for missing documents
- System
- e-mail: follow-up +3 days · service statuses in the database
One case can hold many services — each with its own form and status, while the case keeps one consistent picture.
06 · Complete documents
- Role
- Operations
- Tool
- completeness validation
- Deadline
- before invoicing
- System
- completeness validation before the invoice
No invoice goes out without a complete set of documents. The checkpoint closes the chapter of after-the-fact corrections.
07 · Invoice and archive
- Role
- Finance
- Tool
- export to the accounting system
- Deadline
- case closure
- System
- export to accounting · archive with history
The case closes with its full history: who, what and when. An audit takes minutes, not weeks.
FAQ
Frequently asked questions
How do you keep data consistent across departments?
Through a shared data model, uniform KPI definitions and clearly assigned data owners. Finance, sales and operations all work on the same numbers.
Is Data Governance a technology project?
No. Data Governance is above all a management framework: data definitions, responsibilities, standards and rules for using data. Technology is a tool, not a goal in itself.
How quickly can we see real results?
The first results show within a few weeks — tidied-up KPIs, consistent reports and the end of manual roll-ups. Full maturity is reached iteratively, without blocking day-to-day operations.
Do you work with the data we already have?
Yes. We start with your existing systems and data (ERP, CRM, M365, files). Only then do we recommend changes or extensions, if they are justified by the business.
Can management reporting be combined with automation?
Yes — and it is one of the key elements of our approach. Reports are not just for looking at: they can trigger actions, alerts and decision processes through automation (e.g. Power Automate).
Which roles in the organization are involved in a project?
We work in parallel with management, process owners, and the IT and analytics teams. Each area has a clearly defined role, which minimizes decision chaos.
Are your solutions compliant with regulations (GDPR, AI Act)?
Yes. We account for security, accountability and regulatory compliance from the start, so that data and models can be used without legal risk.
Do you build systems from scratch or configure ready-made ones?
Both. We have ready, configurable solutions — including a case management system and LLM tools for organizing requests — which we adapt to your organization. And where the process is unusual, we build a custom application. We always start from the process map, not from the technology.
When is it worth moving from Excel or SharePoint to a dedicated system?
When any of these signals appear: several versions of the same file, data retyped by hand between tools, no change history, slowdowns as the number of cases grows, or process knowledge locked in one person's head. The migration can be done without losing the data history.
Contact
Let's talk about the data in your company
No obligations — the first conversation helps assess where the biggest potential is.
Write to us
biuro@ordata.pl
What happens next?
We reply within 1 business day