Customer speaking: WTH
Complete process automation without IT complexity
Real-time insight and visual dashboards
Work smarter, faster and error-free with one system
Demonstrable evidence
and project insight
WTH secures proof and saves up to 40 hours weekly with LeanForms
For more than 55 years, WTH has provided innovative climate systems that contribute to comfort, sustainability and social value, especially for large housing and utility projects. With dozens of projects simultaneously, sometimes hundreds of homes per project, and an extensive network of subcontractors, control over execution, proofing and administration is crucial.
To get that grip, WTH chose LeanForms. The result: demonstrable proof per home, real-time insight into project status and time savings of up to 40 hours per week.
“In large projects with many parties involved, you need to know exactly who did what and when. Without an unambiguous record, the risk of misunderstandings, discussions and unclear responsibility is high.”
The challenge
Before WTH worked with LeanForms, they went through several stages of capture. First with paper push-through forms. Then digitally, but with no consistency in project completion. Although documents were digital, the link to projects, construction numbers and subsequent steps in the process was missing.
“Documents were coming into work planners’ mailboxes. Those were spending an average of four hours a week sorting, renaming and filing under the correct project.”
With five work planners, this added up to twenty hours a week. Questions from administration and project management came on top of that.
“The administration could not invoice until it was certain that all the delivery documents were in. This caused delays, a lot of internal coordination and unnecessary waiting time.”
The solution
Projects have become more complex in content in recent years. Where previously it revolved around traditional installations, WTH underfloor heating systems now often feature sophisticated controls that can control various heat sources, such as a heat pump a district heating sets.
In the engineering phase, draftsman, planner and project manager therefore deliberately work together. By advance sharp on design, planning and feasibility, prevents WTH problems and repair work in the implementation. LeanForms connects to this way of working by bringing structure to what later demonstrably must be recorded.
Project management from LeanForms
Together with LeanForms, WTH redesigned the entire process. LeanForms is linked to the ERP system, so project data are automatically loaded. Per project and per construction number, the work is worked out and assigned to subcontractors and / or WTH mechanics, which the work performed after assembly will register and deliver in LeanForms.
“The assembly teams log in and see exactly which construction numbers they need to complete. Only when the form is complete does it automatically come back to us and the document is also saved directly into the correct project folder.”
After receipt and verification by the work planner, the work order is reported ready. Only then can the purchase order be approved and the invoice paid. At the same time, the client automatically receives the completion document. Without loose mails, manual checks or doubts about the status.
Employee registration and mandate statements as part of the flow
In addition to delivery documents, WTH also uses LeanForms for employee registration and mandate statements. Subcontractors register their employees digitally, including necessary data for identification and accountability. This is deliberately set up AVG-proof, with limited access. On this basis, they deliver their weekly timesheets, which automatically arrive at WTH and can be forwarded to the client. This prevents delays in invoicing and ensures less coordination between execution, administration and project management.
Burden of proof per property, without discussion afterwards
Real-time insight with Power BI
All documents are automatically stored under the correct project number. In combination with Power BI, WTH has real-time insight into the status per project.
“At a glance, we can see how many homes have been completed and what we can bill. If you want details, you click through to building number level.”
The results
Time savings
Cost savings
Fewer errors
Faster invoicing
Peace of mind and overview
Subcontractors cooperate in the same mode of operation
Subcontractors are also fully included in the new way of working. They get access to LeanForms, see their assigned construction numbers and submit their completion documents digitally. The owner of the company automatically receives a copy of what his people have delivered. That way, he keeps a grip himself.
By now, over 90% of subcontractors work entirely in LeanForms.
More than software: short lines and a clear vision
In addition to functionality, WTH cites collaboration as an important benefit.
“The approachability, quick support and short lines of communication really make a difference. If something comes up, people think along immediately.”
WTH deliberately opts for as few separate systems as possible: one ERP system, supplemented by LeanForms for all recording and administration around implementation. This keeps processes clear, scalable and manageable.
Looking ahead: further integration in the engineering phase
WTH sees opportunities to deploy LeanForms further, for example in the engineering phase.
“Data from drawings, addresses from the ERP and information from LeanForms could come together. Then you can automatically generate delivery documentation.”
The ambition is clear: fewer loose links, more coherence and maximum clarity.
“LeanForms gives us peace of mind, overview and confidence in working together, even on large and complex projects.” – John Hoogenboezem, Manager of Projects
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