Business process automation in fast-growing organizations

About client

PSE Inwestycje S.A. is a member of the PSE Group, responsible for delivering investment and operational projects that support the development of Poland’s power infrastructure. The company provides in-house project management and execution services for Polish Power Grid (PSE) while supporting strategic investments across the energy sector.

Challenges before the implementation

Rather than reorganizing business processes years later, PSE Inwestycje chose to digitize them while building the organization. The goal was to establish a consistent way of working that could scale alongside the company’s growth.

Rapid digitalization of key business processes

As the organization grew, it needed to quickly establish efficient Finance, HR, Procurement, and administrative processes. The goal was to implement a solution that could be rapidly adapted to the company's internal procedures.

Reducing reliance on spreadsheets and email

From the outset, the organization wanted to avoid managing business processes through spreadsheets and email communication. Instead, it aimed to create a single working environment that would provide greater transparency and control.

Ensuring data consistency and quality

Team members had previously experienced the challenges of fragmented files and manual processes, including errors, incomplete information, and delays. A key objective was to introduce mechanisms that ensured accurate and complete data.

Building a foundation for future growth

From the moment the company was established, it was expected to grow steadily in both headcount and business operations. The organization needed a platform that could evolve alongside the business and support additional processes as new requirements emerged.

Business Applications implemented with Qalcwise

The implementation began with the first Business Application supporting financial processes. As the organization grew, the platform was gradually expanded to cover additional business areas, creating a single environment for Finance, HR, and administrative process management.

Digitalization of financial processes
Finance was one of the first business areas to be digitized. The platform now supports Electronic Invoice Workflow, Business Travel Expense Management, KSeF document reporting, and purchase planning, bringing key financial processes together in a single environment.
A single platform for HR process management
The next stage focused on HR. Today, the platform supports Time and Attendance, Scheduling, Employee Leave Management, remote work requests, overtime management, and bonus administration. Employees also have access to their own information through the My Profile module.
Streamlined administrative processes
The platform was further expanded to support administrative functions, including Asset Inventory Management and Contract Management, helping the organization organize documentation and manage company assets more effectively.
A platform that grows with the organization
From the outset, the solution was designed to evolve alongside the business. Ongoing development includes additional Procurement, Recruitment, Training, and Administrative Business Applications, such as purchase requisitions, workforce planning, training requests, and document workflows.

Building the foundation from day one

Many organizations begin optimizing their business processes only after growth starts to impact day-to-day operations. PSE Inwestycje took a different approach. Drawing on experience gained in other organizations, the company decided to establish a unified way of working from the very beginning—creating a solid foundation to support both its day-to-day operations and future growth.

Implementation results

From the very beginning of its operations, PSE Inwestycje has been able to build its business on consistent processes and digital tools. The platform has become the central environment for managing the company’s key business areas.

A single environment for key business processes

Finance, HR, and administrative processes are managed within one platform, making the organization easier to manage and providing greater transparency. Employees no longer need to switch between multiple tools or manually transfer information between departments.

Greater data consistency and quality

Built-in workflows help ensure that information is complete and business processes follow established procedures. This reduces the risk of errors and eliminates many of the challenges associated with manual processes.

Built to support future growth

The platform was designed to scale with the organization, supporting a growing workforce and evolving business requirements without the need to rebuild existing solutions.

Flexibility and rapid adaptation to business needs

As the organization continues to grow, new Business Applications and enhancements can be introduced quickly, allowing processes to evolve alongside changing business requirements.

Strong user adoption and continuous platform development

Following the successful implementation of the initial Business Applications, the collaboration expanded to include additional solutions and new project phases, demonstrating the long-term value of the platform and the ongoing partnership.

A foundation that grows with the organization

The PSE Inwestycje Case Study shows that business processes do not need to be reorganized only after rapid growth begins to create operational challenges. By choosing to digitize key business areas while building the organization, the company established a scalable foundation that supports day-to-day operations, adapts easily to changing business needs, and helps avoid operational and technical debt.

PSE Inwestycje: Why Implement Digital Business Processes Before Your Organization Starts Growing Rapidly?