Encodia

Case studies

Software that
works every
day.

Contracts accepted without paper. Legal obligations handled without chasing deadlines. A five-star hotel run from a single dashboard. We keep our clients’ names to ourselves; we tell you everything about the work.

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Original artwork: three overlapping cards, one for each project, with the Encodia mark. 03 · Hospitality 02 · Condominiums 01 · Energy
Industry
Electricity and gas
Contract types
9
Website requests
8 forms connected to the CRM
Evolving
since 2022

Energy

Signed on the phone, filed on its own.

For an electricity and gas supplier we built the journey that takes a sales proposal all the way to a signed contract, with no paper and no operators.

The problem

An accepted proposal is revenue; a stalled proposal is a cost. Between printing, signing, scanning and copying data from one system to another, every manual step slows things down and opens the door to errors.

How it works

The proposal starts in the CRM. The platform turns it into a page with the company’s branding and sends it to the customer with a personal link, by email and text message. The customer reads it and accepts with a code on their phone or an electronic signature; the signed contract flows back into the company’s systems on its own.

The details

  • Customers who don’t reply get a reminder; expired proposals close on their own.
  • Every contract has a precise status, from sending to filing.
  • Meter readings, direct debit requests and complaints sent from the website go straight into the CRM.
  • Several group brands, one platform.
  • If an external system doesn’t respond, the platform retries on its own and alerts the technical team.
  • Laravel
  • Nuxt
  • Electronic signature
  • CRM integration
Industry
Condominium management
Areas
Privacy and water testing
Lab reports
Read by AI and verified
CRM sync
Every two hours, during office hours

Condominium management

Appointments, signatures, lab reports. Every document in its place.

For condominium management firms we developed the platform that handles two important obligations: personal data protection and water quality checks, including the risk of Legionella.

The problem

A firm looks after dozens of buildings. Each one has suppliers to appoint, registers to keep, documents to get signed and lab reports to assess. The work isn’t difficult: there’s a lot of it, it’s repetitive, and every missed deadline falls on the property manager.

How it works

Appointment letters are generated from templates and signed online with a one-time code: a supplier signs several documents at once, without creating an account. Lab reports arrive as PDFs; artificial intelligence extracts the values, a second check verifies them and the platform prepares the compliance report.

The details

  • Records of processing activities and the data breach register, always available.
  • Documents signed by hand are recognised automatically on upload, thanks to a QR code.
  • Deadlines, non-compliant reports and Legionella alerts trigger an automatic notification.
  • Incomplete records are flagged before they become a problem.
  • Two separate brands, each with its own domain, on the same platform.
  • Laravel
  • Angular
  • .NET
  • Artificial intelligence
Industry
Five-star hotel
Access profiles
13, one per role
Guest confirmations
In 5 languages
Evolving
since 2012

Luxury hospitality

One dashboard for the whole hotel.

Spa, restaurants, beach, transfers, marketing and management: in a five-star hotel every department has its own pace. The management software we developed has them all working on the same data.

The problem

Luxury lies in the details: a confirmation in the right language, a punctual transfer, a voucher that arrives on time. When information is scattered across spreadsheets, emails and different programs, those details depend on people’s memory.

How it works

Each department signs in with its own profile and sees what it needs. Gift vouchers go out by email as bilingual PDFs, restaurant bookings generate a confirmation in the guest’s language, and transfers notify the guest, the hotel and the supplier on their own.

The details

  • The AI-powered phone system logs every call and links it to the right contact; staff take it on or hand it over to a colleague.
  • Marketing contacts sync automatically with the newsletter lists.
  • External suppliers have dedicated access and see only their own bookings.
  • A restricted area keeps the management’s documents safe.
  • An online wine list and lobby screens with weather and events, updated from the same dashboard.
  • Laravel
  • Filament
  • AI phone system

Your next project

Which process
is slowing you down?

Tell us where time is lost today: a manual step, a spreadsheet passed from hand to hand, a deadline to keep in mind. From there, we work out which application you need.

Let’s talk about your project