Export backlog in 5 minutes at xfive

Software Agency

Web Development

Poland

50+ employees

Key results:

5-minute Backlog Creation

Sales increase

Process unification

Maciej Karabon

Head of Business Development

“Apropo took presenting our estimates to the next level - we can easily show our client the must-haves and nice-haves of their scope and simulate how scope changes affect the cost. It also allows our team to work on quotes simultaneously in real time. Plus, after we win the project, Apropo export backlog to Jira in 5 minutes.”

What is xfive and what’s your role there?

xfive is a web development company ranked within the 3 Best Web Development Agencies in the World in 2023 and 2024 by Clutch. I am working as the Head of Business Development at the company.

What estimation challenges were you trying to solve?

We were trying to address the following problems:

Tedious and manual project handoffs - Transferring a won estimate into a live execution environment required our project managers to manually re-type tasks from scratch, wasting days of productive timeline.

Rigid and non-interactive static quotes - Flat pricing documents made it difficult to transparently present scope alternatives during negotiations, slowing down closing velocities and causing unnecessary friction.

Siloed estimation workflows and version chaos - Developers and sales executives lacked a single workspace to collaborate on proposals in real time, which frequently resulted in scattered file iterations.

How Apropo helped you address these challenges?

Apropo helped to solve each of them in the following way:

Automated export of scope to Jira - The platform bridged the delivery gap by instantly mapping out and exporting the estimated components directly into production backlogs.

Dynamic customer-facing quote simulator - We replaced legacy pricing sheets with an online dashboard that allows buyers to easily toggle feature priorities and see structural budget impacts instantly.

Real-time secure collaborative ecosystem - Apropo created a unified architecture that allows multiple operational roles to co-author estimates simultaneously while keeping specific engineering metrics private.

Apropo brought our quote presentation to a whole new level. We easily categorize must-haves vs nice-haves, and integration with Jira lets us export the backlog in 5 minutes.

What are the 3 top benefits you observed?

5-minute Backlog Creation

Once a contract is finalized, our management team can seamlessly export the complete scoping framework directly into Jira within five minutes.

Sales increase

Allowing corporate clients to easily visualize and modify scope tiers drastically minimized contract alignment cycles and drove a clear sales increase.

Process unification

The platform established full process unification by allowing developers, sales leads, and clients to align within a single workspace.

What are the 3 top Apropo features for you?

Jira integration

Transforms comprehensive project estimations directly into actionable backlogs in just a few clicks.

Proposal sharing

Gives potential buyers an elegant, interactive dashboard to explore and understand project options seamlessly.

Visibility Management

Enables cross-departmental co-authoring while maintaining granular controls over internal versus external information.

Do you recommend Apropo for other software agencies?

Absolutely. If your software development agency wants to eliminate administrative handoff waste, impress global enterprises with highly interactive digital quotes, and establish deep corporate accountability across sales and delivery teams, deploying Apropo is a crucial upgrade.