- Internal system
- Integration
- 2025 – present
- Client
- Dream PRO, s.r.o.
- Industry
- Events, rental, campervans
- Period
- 2025 – present
- Scope
- Design, development, data migration, operation
Jobs and invoices in a project management system, sales in Raynet, attendance in Giriton, an event overview in Excel: that's how Dream PRO, the company we're the technical division of, used to work. We built it Srdce (Czech for “heart”): one system from enquiry to invoice that now runs its events, equipment rental and campervans.
Meet Dream PRO
Dream PRO runs events, rents out equipment and campervans, and handles eight more kinds of jobs, from photo booths to a wine cellar. DreamX is its technical division, so we built Srdce for colleagues in sales, production, the warehouse and accounting: we share a company with them, not a job.
How it started
For years the company worked across several tools side by side. Tasks, jobs, companies and invoices lived in a project management system, sales in the Raynet CRM, attendance in Giriton, and the overview of every event in Excel, one sheet per year since 2017. Temp staff logged their hours on paper, and enquiries from the websites and the online shop were entered by hand.
That Excel file is really the company's chronicle. In 2018 it split revenue into two categories; by 2025 it used sixteen. The spreadsheet grew with the company, just a little differently every year. And anyone who wanted the whole picture of one event had to piece it together from three places.
The company had outgrown its tools. It needed one that would grow with it.
What does one system from enquiry to invoice look like?
Srdce is built around the business case: the file for one event, from the first enquiry to the final bill. The budget, tasks, calendar, stock, temp staff, attachments and invoices all hang off it, so sales, production and accounting work from the same data.
- Enquiries create themselves. A website form, an online-shop order, a campervan booking or an email with the CRM inbox in copy. Srdce finds or creates the company and contact and assigns the enquiry to a salesperson based on where it came from.
- The budget watches the stock. Salespeople build it from the equipment catalogue and the service price list. Srdce checks that every item is free on the event dates and keeps the margin up to date.
- Approvals keep versions. A manager approves or returns the budget, and every version is kept. The quote, contract and job sheet all print from the same calculation.
- Delivery updates itself. The event appears in the calendar, temp staff confirm their hours with a QR code on their phone, and the day after the event the equipment goes back into stock on its own.
- The invoice comes from the budget. Items and totals match the calculation. The client gets a PDF with a QR payment code, and accounting passes the invoice on to Pohoda.
What did we replace, and what did we keep?
We didn't replace everything. What worked well stayed, and we connected Srdce to it. Invoices are handed over from Srdce to Pohoda, new employees are set up automatically in the Giriton attendance system, and newsletters still go out through SmartEmailing. We replaced what overlapped or had to be retyped.
| Area | Before | Now |
|---|---|---|
| Sales and clients | Raynet CRM | Srdce, history carried over |
| Jobs, tasks, invoices | Project management system | Srdce, data carried over |
| Event overview | Excel, a sheet per year | Srdce, including history back to 2017 |
| Enquiries from websites and the shop | Entered by hand | Create themselves |
| Temp staff timesheets | Paper | QR code on a phone |
| Accounting | Pohoda | Pohoda, invoices handed over from Srdce |
| Attendance | Giriton | Giriton, new employees set up automatically |
How do you move from three systems to one?
Step by step. The first version was running after two months, and Srdce then took over one area after another. The old systems stayed in use until the new one could do everything people needed.
We migrated the data; nobody retyped it. Jobs, tasks and invoices from the project management system in spring 2026, event history from Excel in July, and thousands of companies, contacts and sales activities from Raynet in August and September. The Raynet migration ran as a dry run first, and every step could be rolled back.
The history wasn't retyped. It moved house.
What couldn't an off-the-shelf app do?
Srdce mirrors how Dream PRO really works. A few things you'd struggle to find in ready-made software:
- Eleven kinds of jobs in one system. One event can combine several, and each adds its own tab and its own part of the budget.
- A budget that thinks like an agency. Agency fees, costs rebilled to the client, overheads and zero VAT for units that aren't VAT payers. The margin has a traffic light.
- Stock tied to the calendar. Equipment is blocked from set-up to take-down, and every item shows which events it was at and how much it earned.
- Temp staff without paper. A QR poster at the event, a timesheet on the phone without logging in, and hours rounded to the quarter hour, just like the old paper sheets.
- A morning summary by email. Today's tasks, what's overdue, unassigned enquiries and whose name day it is.
When will Srdce be finished?
Never, and that's a good thing. A system a company runs on changes with it. Colleagues submit requests and ideas right in Srdce and read about what's new there too. In September alone, QR timesheets and a portal for temp staff arrived, along with an AI summary of each business case: what's going on, who has the ball and what the next step is.
Newcomers learn the ropes in the Academy: a company almanac, a video course and a knowledge test that AI marks and that ends with a certificate.
The company changes every year. Srdce changes with it.
Srdce in numbers
- project management system, Raynet and Excel merged into one
- 3 → 1
- kinds of jobs, from enquiry to invoice
- 11
- screens built to fit
- 120+
How the project went
- 01July 2025
Start
The skeleton of the main screens. Tasks, companies, stock, services and budgets followed within the first month.
- 02August 2025
First version live
Business cases and invoices with PDFs. Campervan bookings began arriving in Srdce on their own.
- 03Spring 2026
Srdce takes over
Data moved over from the project management system, Pohoda and Giriton connected. Website enquiries create themselves.
- 04Summer 2026 – today
Sales, reports, the field
Data from Raynet, roles and permissions, event history back to 2017, QR timesheets for temp staff and AI summaries.
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