tecRacer Group
The migration process was impressive. A full test migration verified five to six years of tracking data, and despite the volume, there were virtually no issues with implementation or data quality. As an experienced migration professional, I was amazed by the seamless execution.
Situation
tecRacer Consulting GmbH, headquartered in Hannover, is a leading IT consultancy specializing in AWS solutions and proudly recognized as the AWS System Integrator Partner of the Year in 2023. With a team of 150 professionals, they faced significant challenges in aligning resource planning, time tracking, and billing processes due to disconnected tools. Manual workarounds using Excel created high maintenance overheads, while billing and inter-departmental handovers were inefficient and prone to miscommunication.
Challenge
Before implementing CoffeeCup, tecRacer used separate tools for time tracking and billing. This setup created significant inefficiencies and operational difficulties. “It was impossible to check whether what was tracked matched what was planned. Essentially, our project controlling was blind.” - Tillman Krauss, Teamlead & Sr. Consultant. To address this gap, the team relied heavily on Excel for manual adjustments and workarounds, but this introduced high maintenance overheads and frustrations among employees. “Many people were unhappy with these solutions because they constantly needed updates and fixes, and often they didn’t work as intended,” Till shared.
Billing processes were equally cumbersome. “We had monthly billing processes with PDFs being exported and uploaded to SharePoint. There were endless alignments and discussions, which consumed a lot of time and effort,” explained Till.
Resource planning was another pain point. Without proper tool support, the company struggled to compare planned versus actual hours effectively, and many attempts to introduce structured processes failed.
Integration between tools was also a major issue. Manual handovers between departments created delays and reduced visibility. “The transition from Sales to Delivery, for example, was entirely manual. This meant that critical information like which invoices were sent or paid was missing. Any customer query would result in a ping-pong of emails across the entire company,” Till noted.
Impact
Since implementing CoffeeCup, tecRacer has transformed its workflows and processes. “What makes me happiest is that we’ve reduced our reliance on Excel. Manual adjustments are now almost nonexistent,” shared Till. “CoffeeCup’s automation has streamlined operations across Sales, Delivery, and Accounting, reducing communication overhead and improving efficiency,” he added.
Resource planning, once fragmented, is now far more reliable, with a planning horizon extending from weeks to months. This enables better decision-making in Sales and Operations and improves cash flow forecasting. “We now know where resources are needed, where gaps exist, and how to address them proactively,” Till explained. Financial control has also improved significantly, with transparent project tracking and visible KPIs allowing early identification and resolution of issues like budget overruns. “Before, these problems came to light months too late. Now we can act proactively.”
Billing has been revolutionized, with 90-95% of invoices processed seamlessly compared to none before. “The process from planning to invoicing is now smooth and reliable,” Till noted. CoffeeCup’s adaptability and continuous development further enhance its value. “It’s not a static tool—it evolves to meet our needs,” he added. With CoffeeCup, tecRacer has streamlined operations, improved transparency, and empowered smarter decision-making. “It’s been a game-changer for us,” Till concluded.
