The problem
Before the system was developed, Relationsformidlerne needed a simple but powerful tool to maintain an overview of many tasks, customers and consultants. Information about year, month, customer, location, finance, status and associated consultants was not consolidated in one structured system, and invoicing took place separately in the accounting system.
This made it difficult to quickly see which tasks are planned, who is involved, what has been invoiced and what has been paid. Switching between task management and the accounting system created extra manual work and risk of errors and made daily administrative task management more time-consuming and less transparent.
The project goal
The goal was to develop a simple, clear and web-based application that gives Relationsformidlerne full overview of tasks, customers, consultants, status and finance – and at the same time reduces friction around invoicing.
The system was to consolidate all task and customer information in one place, make it possible to quickly find and filter tasks across key parameters, support transparency in status and payment flows and make it possible to create and manage invoices directly from the task management system via e-conomic with automatic reflection of payments in task status.
The solution
The solution is an internal, web-based task management system administered by Relationsformidlerne and integrated with e-conomic via their API. The system is desktop-first but responsive, and in the first version only administrative users can log in via email and password.
The application introduces core objects such as customers, tasks, consultants, finance and statuses and provides a consistent data foundation that can be extended over time.
- Customers as independent objects that can be reused across tasks
- Structured tasks with time reference, customer, location, finance, consultants and status
- Finance overview and invoicing where tasks form the basis for invoices in e-conomic
- Global status system with standard statuses and central administration
- Status history and visibility of payments via two-way integration to e-conomic
- Archiving instead of deletion so completed tasks are preserved in an archive view
How the system works
The system is built as a web application where internal administrators work in a consolidated overview that is closely linked to the accounting system via API. Tasks and customers are registered in one place and finance data is used directly for invoicing.
- Input and data registration through customer and task creation with dynamic customer search
- Overview, search and filtering via a consolidated table view with global search, combinable filters and grouping
- Invoicing via e-conomic where relevant information is sent directly from the task management system to the accounting system
- Two-way integration where payment information is retrieved and automatically updates task status
- A clear task flow from creation to archiving where financial progress is reflected in status
Current project status
The system is implemented as an internal web application at Relationsformidlerne and in use by the administrative users. The solution supports login for the admin role and the described core functions for creation, viewing, search, filtering, grouping, status management, history and archiving of tasks.
The two-way integration to e-conomic is established, so invoicing can be initiated directly from the system and payments can be used for automatic status updates. As the system has recently been implemented, data and experience of use and financial effects are still being gathered.
Key insights from the project
The project shows that a relatively simple but well-structured task management system can create significant value for internal, administrative processes – especially when linked directly to the accounting system.
By defining clear objects (customers, tasks, consultants, statuses and finance) and combining them with two-way integration to e-conomic, a consolidated financial overview, reduced manual work and better control over payments are achieved.
Other organisations can learn that a focused task management solution with integrated finance flow can be a strong alternative to working in separate tools, especially when the goal is to preserve domain-specific structure while utilising an established accounting system via API.
Future potential
The system is designed with a clear and extensible structure, which provides several realistic development opportunities that can build on the existing e-conomic integration.
- Extended synchronisation of finance data, e.g. fees, credit notes or partial payments
- More reports and dashboards that combine task and payment status across customers and periods
- New functions in the task management system, e.g. attachments, saved views and export to CSV/Excel
- New user types and integrations, e.g. consultant login and connection to other relevant systems
With the current architecture, focus on simplicity and the established two-way integration to e-conomic, the task management system stands as a solid foundation that can be scaled and extended as Relationsformidlerne's needs develop.
