Case study · Renovation / Flooring
Renovation / Flooring: Nadia C.'s journey with the ORKYO Business Scan.
A request turns into a site visit, measurements, a quote, a materials order, scheduling, and then the job — and changes requested along the way make it harder to track.
These case studies are examples designed to illustrate how ORKYO works.
The illustrative case
Nadia C.
Owner — Renovation / flooring company
- Sector
- Renovation and flooring company: wood, laminate, tile, and small projects
- Headcount
- 9 people
- What the business does
- Each project runs through a site visit, measurements, a quote, a materials order, scheduling, and execution.
The starting situation
A typical week: site visits to quote, quotes sent that are awaiting a decision, changes agreed verbally on site, extra work done with no written record, final invoicing still waiting, and payments tracked from memory.
- Changes requested during the work aren't always written down.
- An accepted quote moves to execution based on informal conversations.
- Extra work is done without written approval.
- Some finished jobs wait for their final invoice.
Information requested to put the Business Scan in context
Sector — Renovation / flooring
Headcount range — 6 to 10 employees
Company context
- Current setup
- Job tracking shared between the owner and the crews on site
- Illustrative activity
- Small renovation and flooring projects for homeowners
- Main difficulty
- Changes agreed verbally don't make it into the final invoice
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
- Devis et conversion
- Planification et capacité
- Exécution / intervention
- Facturation
Actual results depend solely on the answers and impacts reported by the owner.
Example of possible findings
Customer decisions poorly tracked
Accepting a quote and its terms rests on informal conversations.
Job-site changes undocumented
Changes agreed on site aren't all logged.
Extra work not linked to the job
Extras aren't connected back to the job they belong to.
Final invoicing delayed
Without a clear closing trigger, final invoicing waits.
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
- Track quotes and customer decisions
- Keep a record of changes made during the job
- Fold extra work into the final invoice
In this example, the owner chooses these priorities. A real user can select 0, 1, 2, or 3.
Why were these priorities chosen?
Track quotes and customer decisions
- Finding
- Customer decisions poorly tracked
- Impact on the owner or team
- Projects started without a written scope
- Why this priority was chosen
- The accepted scope is the reference point for the whole job.
- Desired benefit
- Start from a confirmed scope.
- First concrete action
- Log the quote's acceptance and its scope.
Keep a record of changes made during the job
- Finding
- Job-site changes undocumented
- Impact on the owner or team
- End-of-job disputes over what was agreed
- Why this priority was chosen
- An unwritten change gets argued about at payment time.
- Desired benefit
- A clear history of approved changes.
- First concrete action
- Write down and approve every change agreed on site.
Fold extra work into the final invoice
- Finding
- Extra work not linked to the job
- Impact on the owner or team
- Work done that's missing from the invoice
- Why this priority was chosen
- What isn't linked to the job won't get invoiced.
- Desired benefit
- A complete, justified final invoice.
- First concrete action
- Attach every approved extra to its job.
A file, from request to payment
1. Customer request
A customer wants the flooring redone in two rooms; the request is logged.
2. Preparing the quote
Measurements, materials, and timelines are gathered in one job file.
3. Sending the quote
The quote is sent with a written, dated scope.
4. Following up on the quote
With no decision, a follow-up is scheduled rather than left to chance.
5. Customer acceptance
The acceptance and confirmed scope are logged before work starts.
6. Scheduling the work
The job is scheduled once materials are ordered.
7. Doing the work
Every change agreed on site is written down, approved, and attached to the job.
8. Preparing and sending the invoice
The final invoice picks up the original scope plus approved extra work.
9. Following up on an unpaid invoice
The unpaid balance shows up among the follow-ups to do.
10. Receiving and recording payment
The final payment is recorded and the job 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
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 8 jobs or quotes a week each require 10 minutes of avoidable searching or follow-up, better organization could free up about 1 h 20 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. Keep a record of changes made during the job
- 2. Fold extra work into the final invoice
- 3. Track quotes and customer decisions
Recommended operational order
- 1. Quotes and scope confirmed
- 2. Changes logged
- 3. Extra work approved
- 4. Final invoicing prepared
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.