Solution

Until eight years ago, the finance team at Valantic used emails to track each department’s budget. The sales and IT departments also tracked new deals and IT assets via email. Consolidating data spread across thousands of email threads was cumbersome and time-consuming. This made the Director of Finance, Cristina Silva, search for a low-code platform like Kissflow.

Valantic has been using Kissflow for eight years. “We were looking for a tool that allowed us to have workflow processes for expense approval, which was essentially the goal, but also for new sales and deals that could be approved through the tool. We were doing these by email, and that was not very efficient. We wanted to have one tool for all the processes for approval,” Cristina said.

With Kissflow, information that was once hard to track and manage became easily accessible. This helped management make timely, data-driven decisions. Cristina said that Kissflow helped project managers and directors easily access the information they needed. “The principal benefit of the process [in Kissflow] is to give information to those persons who need that information and who are involved in the process. And that doesn't need to go via email. It's in the tool, and the person can easily access that.”

Antonio Serpa Pinto, the Head of IT at Valantic, oversees the implementation and adoption of tools in the organization. When asked about his experience of implementing Kissflow across the organization, he said, “Here at Valantic, everyone uses Kissflow. Some people have a lot of computer training and others much less. But regardless of their experience, everyone can start using Kissflow right away because it requires no previous training. The platform is very intuitive and user-friendly.” 

Cristina added, “It is very easy to create and approve a process. And for my colleagues who do the process configuration, it is easy to create and adapt the process to our reality.”

SAP is one of the largest divisions at Valantic. The management wanted to integrate SAP with Kissflow to maintain data accuracy. Cristina said, “It gives us the security that every piece of information is okay, integrated, and valid because if we don't have that, we will not be sure.”

When talking about the use cases Valantic solves with Kissflow, Cristina said, “We have a process that approves all the purchases in that department according to the budget that we have. With this process, we can control the budget that we have and also analyze the purchases that we make in that department.”

She added, “We also have a process for new deals. What we want with this process is to give the knowledge of the deals to every person who needs that knowledge, like the director of the department or the project manager.”

Valantic has automated and streamlined several critical use cases using Kissflow. Some of the key processes are:

• IT asset management

• Budget and departmental spend

• Tracking new deals