Leading the AI revolution with precise technical quoting at Profil Software
Key results:
1.8x Higher Conversion Rate
Swift Quote-to-Offer Transition
Zero Broken Quoting Formulas
Filip Kowalski
CEO at Profil Software
“Quotes prepared in Apropo look great and give our clients a summary of costs both per feature but also per work type (Frontend, Backend, etc.). In addition, in Apropo we can combine the prepared estimate with our proposal in PDF, which simplifies and speeds up the offering process. Last but not least, it is much easier to use than a complicated Excel spreadsheet, and we finally don't have to worry if someone accidentally deleted some formula.”
Who is Profil Software?
Profil Software is a highly competent software house based in Gdynia, Poland, specializing in Python and AI development - and they have been doing so since way before it became trendy. The agency is particularly recognized for its exceptional execution complex fixed-price IT projects. I am working as the CEO of Profil Software.
What estimation challenges were you trying to solve?
As specialists in advanced technology, Profil Software required a quoting process that matched their technical sophistication while remaining transparent for the client and secure for the team. Before Apropo, we were managing our technical project estimations through complex, shared spreadsheets. We were trying to address the following problems:
Confusing cost breakdown presentation for clients - Legacy spreadsheets failed to clearly break down costs by features and individual work disciplines like Frontend or Backend, making it difficult for clients to interpret the financial breakdown.
Friction in proposal generation - Transitioning an internal engineering estimate into a polished, client-facing PDF offer was a slow, multi-tool manual process that delayed our overall response times.
Risk of broken spreadsheet formulas - Relying on classic Excel setups meant our quoting pipeline faced constant data-integrity risks whenever a team member accidentally modified or deleted a hidden formula during collaboration.
How Apropo helped to address these challenges?
Profil Software replaced manual spreadsheets with Apropo.io to professionalize their entire sales cycle. The platform enables them to deliver granular cost breakdowns per feature and work type while integrating their technical estimates directly into branded PDF offers for a streamlined workflow.
Granular cost transparency - The platform automatically delivers a clean breakdown of feature-based pricing alongside distinct summaries for work types, giving prospective buyers complete clarity over their investment.
Seamless PDF proposal compilation - We can now combine our technical scoping workflows directly with our formal PDF presentation assets within a single platform, greatly accelerating our pitch turnaround.
Bulletproof native calculations - Moving away from unstable spreadsheets into a dedicated system completely secured our mathematical frameworks, guaranteeing error-free estimates across all collaborative inputs.
By automating their pre-sales infrastructure, Profil Software has ensured that their first impression is as innovative and reliable as the AI solutions they build for their clients .
What are the 3 top benefits you observed?
1.8x Higher Conversion Rate
By presenting our quotes with superior structure and clean visual depth, we captured client confidence earlier and drove a 1.8x higher project conversion rate.
Swift Quote-to-Offer Transition
Our business development team dramatically accelerated output speed by instantly merging background estimations with client-ready PDF offers.
Zero Broken Quoting Formulas
Moving to a standardized, centralized system completely protected our pricing structures and eliminated calculation bugs.
What are the 3 top Apropo features for you?
Interactive client view
Provides our clients with an incredibly clear overview of feature tasks split perfectly into transparent work types.
Quote sharing
Enables our pre-sales team to link our precise technical breakdowns directly to our visual sales decks in a single click.
Formulas
Locks down our complex estimation rules and margins natively, ensuring human errors like accidental deletions are a thing of the past.
Do you recommend Apropo for other software agencies?
Absolutely. For any engineering agency that refuses to tolerate mediocrity, aims to safely scope fixed-price deliverables through rigorous discovery data, and wants to build instant trust with prospects via professional cost presentation, shifting to Apropo is a critical step forward.
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