Case study · Electrical

Electrical: Martin B.'s journey with the ORKYO Business Scan.

Martin knows his team works hard, but he lacks a consolidated view of what's requested, scheduled, finished, or still to be invoiced.

These case studies are examples designed to illustrate how ORKYO works.

See all trades

The illustrative case

Martin B.

Owner — Electrical company

Sector: Electrical company: troubleshooting, small installations, and work for homeowners and small businesses
Headcount: 8 people: 6 field electricians and 2 administrative staff
What the business does: Requests come in by phone, email, and referrals. Martin quotes the work, prioritizes urgent calls, and handles the administrative follow-up himself.

The starting situation

A typical week: calls and emails come in while Martin is on a job site, two quotes are waiting to be prepared, a third goes unanswered, urgent calls shuffle the schedule, finished jobs aren't invoiced yet, and a few invoices are past due. Martin spends most of his time tracking down information rather than making decisions.

Martin is on a job site: some requests have to be called back later.
Urgent calls regularly change the day's schedule.
The information needed for a job isn't always gathered in one place.
A finished job waits before it's administratively ready for invoicing.
No one can say at a glance what's requested, scheduled, finished, or still to be invoiced.

Information requested to put the Business Scan in context

Sector — Electrical

Headcount range — 6 to 10 employees

Company context

Current setup: Requests noted by phone, administrative follow-up handled by the owner
Illustrative activity: Troubleshooting and small installations, with frequent urgent calls
Main difficulty: The move from finished job to invoice isn't triggered by a clear step

These details describe the scenario shown. Not all of them correspond to fields requested in the Business Scan, and no data is automatically retrieved from the company's software.

What the Business Scan reveals

The owner answers the ORKYO Business Scan V3: 17 questions covering customer acquisition and engagement, planning and execution, billing and money, and infrastructure and continuity. Each question has two parts and four answer levels. The questionnaire is the same for every business; results are then put in context based on sector, headcount, reported impacts, and the owner's validations.

The four sections

1. Customer acquisition and engagement
2. Planning and execution
3. Billing and money
4. Infrastructure and continuity

How it works

• 17 questions
• 2 parts per question, so 34 parts total
• 4 answer levels per part
• About 10 minutes
• Available without an account; creating one is optional
• Can be saved to an ORKYO space and resumed securely
• Explanatory guide available throughout the questionnaire
• An overall maturity score and 8 scores by dimension
• A reported-impact step, followed by context from sector and headcount
• Owner validation, then an optional choice of 0 to 3 priorities
• A personalized summary distinguishing ORKYO's urgency ranking from the recommended operational order

Dimensions likely to come up in this scenario

Clients et demandes
Planification et capacité
Exécution / intervention
Facturation

Actual results depend solely on the answers and impacts reported by the owner.

Example of possible findings

Requests tracked from memory

Requests received during jobs aren't all logged in the same place.

Scheduling disrupted by urgent calls

Urgent calls reorganize the day without the rest of the schedule being visibly rebuilt.

Jobs whose completion isn't confirmed

Finishing the fieldwork isn't marked by an administrative step.

Delay between finished work and invoice

Preparing the invoice depends on when the information comes back in.

Owner validation

ORKYO doesn't decide on the owner's behalf. Every finding is put to them, and they respond using the options shown in the app:

Yes, it's important
Yes, but not a priority
No, that doesn't apply
I'd like to discuss it

The priorities chosen

Centralize requests to call back
Track jobs through to closure
Speed up the move from finished work to invoice

In this example, the owner chooses these priorities. A real user can select 0, 1, 2, or 3.

Why were these priorities chosen?

Centralize requests to call back

Finding: Requests tracked from memory
Impact on the owner or team: Requests called back late, sometimes forgotten
Why this priority was chosen: A request that isn't logged can be neither scheduled nor quoted.
Desired benefit: Know at any time what still needs a callback.
First concrete action: Log every request received on the relevant customer's file.

Track jobs through to closure

Finding: Jobs whose completion isn't confirmed
Impact on the owner or team: Jobs considered finished without administrative confirmation
Why this priority was chosen: Without closure, the next step doesn't start.
Desired benefit: Tell what's actually finished from what's still open.
First concrete action: Define what counts as closing out a job.

Speed up the move from finished work to invoice

Finding: Delay between finished work and invoice
Impact on the owner or team: Finished jobs waiting to be invoiced
Why this priority was chosen: The administrative delay slows down the whole cycle.
Desired benefit: Prepare the invoice as soon as the job is closed.
First concrete action: Create a billing task triggered when a job is closed.

A file, from request to payment

1. Customer request
A customer calls about replacing an electrical panel; the request is logged on their file.
2. Preparing the quote
Martin notes the site visit, measurements, and materials needed in the same place as the request.
3. Sending the quote
The quote is sent to the customer and the send date is recorded.
4. Following up on the quote
If there's no reply after a few days, a follow-up is scheduled instead of left to memory.
5. Customer acceptance
The acceptance and agreed scope are logged in the file.
6. Scheduling the job
The work is placed on the calendar based on the team's actual capacity.
7. Doing the work
The electrician performs the job and confirms it's done the same day.
8. Preparing and sending the invoice
Closing the job triggers invoice preparation, without re-entering information.
9. Following up on an unpaid invoice
An overdue invoice shows up in the follow-ups to chase.
10. Receiving and recording payment
Payment is recorded and the file is closed.

This example describes a recommended path, from the customer's request to payment. It does not describe an automation already performed on the owner's behalf.

The gain being sought

Immediately find the status of a file.
Know which quote needs a follow-up.
Spot finished work that needs to be invoiced.
Identify an unpaid invoice to follow up on.
Limit duplicate data entry and information searches.
Reduce follow-ups done from memory.
Spend more time on clients, operations, and growth.

If 10 jobs a week each require 10 minutes of avoidable searching or follow-up, better organization could free up about 1 h 40 per week.

This illustrative estimate is not a promise of results. The actual gain depends on the business's volume and organization.

Before / with a more structured organization

Before

• Scattered information
• Follow-ups done from memory
• Forgotten quotes
• Delayed invoicing
• Irregular follow-ups
• Limited visibility into payments

With a more structured organization

• File status visible
• Next action identifiable
• Quote tracked
• Finished work passed on to invoicing
• Invoice followed up on
• Payment recorded
• Owner less dependent on memory

ORKYO urgency ranking

1. Centralize requests to call back
2. Speed up the move from finished work to invoice
3. Track jobs through to closure

Recommended operational order

1. Requests centralized
2. Jobs scheduled and tracked
3. Finished work confirmed
4. Invoices prepared quickly

Where is your business losing time between the customer's request and payment?

The ORKYO Business Scan helps you spot the main administrative friction points and choose up to three improvement priorities. About 10 minutes, no account required.

Take my free Business Scan Log in