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Aarvi Technology WRP SolutionIT services Semsto
Case study · IT services · Semsto

How WRP Solution Replaced 5 Tools with One Connected System Using Semsto

From 5 disconnected tools to 1 connected Semsto platform.

5→1tools → platform5 tools replaced by 1 platform
  • IndustryIT Services
  • Modules usedHRPayrollCRMProjectsTasksFinanceReports
  • Tools replaced5 tools replaced by 1 platform
Overview

At a Glance

WRP Solution, an IT services company, was running its business across five separate tools: spreadsheets for leads, an HR and attendance app, payroll sheets, a project tool and accounting software. Every report meant pulling numbers from several places by hand. By moving HR, payroll, CRM, projects and finance into Semsto, WRP now runs every team from one connected system, where data moves between departments on its own.

Before: 5 separate tools

  • Spreadsheets for leads
  • HR and attendance app
  • Payroll sheets
  • Project tool
  • Accounting software
Semsto1 connected system

HR, payroll, CRM, projects and finance, with data moving between departments on its own.

The client

About WRP Solution

WRP Solution delivers IT services for clients across multiple projects at once. As the team and client base grew, so did the moving parts: more people to pay, more leads to chase, more projects to deliver and more invoices to track. The tools that worked for a small team started slowing everyone down.

The WRP Solution team at the centre, surrounded by the parts that grew with it: more people to pay, more leads to chase, more projects to deliver and more invoices to track.WRP Solution teamIT services · multiple projectsMore people to payMore leads to chaseMore projects to deliverMore invoices to track
Growth: more moving parts for the same tools
The challenge

Five Tools, Zero Connection

Every department worked in its own system, and none of them talked to each other. The team itself had become the link between tools, copying data from one place to another by hand.

Swipe sideways to see the full diagram

Leads in spreadsheets, attendance in a separate HR app, payroll in spreadsheets, projects in a project tool and chat groups, and invoices in accounting software. None are connected: data is re-typed, exported, calculated by hand, not linked to hours and raised separately, with the team copying between them by hand.re-typedexportedcalculated by handno link to hoursraised separatelyLeads and salesSpreadsheetsHR and attendanceSeparate HR appPayrollSpreadsheetsProjects and tasksProject tool + chat groupsFinance and invoicingAccounting softwareThe teamcopying data by hand
Before Semsto: people were the only link between the toolsManual copying

  • Leads and sales

    Spreadsheets

    The problemFollow-ups were missed and there was no clear view of the pipeline

  • HR and attendance

    Separate HR app

    The problemAttendance and leave had to be exported before payroll could start

  • Payroll

    Spreadsheets

    The problemSalaries were calculated by hand each month, leaving room for errors

  • Projects and tasks

    Project tool and chat groups

    The problemNo link between hours worked, project cost and client billing

  • Finance and invoicing

    Accounting software

    The problemInvoices were raised separately from project progress

  • The team itself had become the link between tools, copying data from one place to another by hand.

The biggest cost was time. Leadership could not see weekly or monthly performance without waiting days for someone to compile reports from all five sources, and by the time the numbers arrived, they were already out of date.

The solution

One Connected System with Semsto

WRP replaced all five tools with Semsto. Each module now shares the same data, so a change in one area flows automatically into the others.

Semsto at the centre, holding one shared database. CRM, Projects and Tasks, Finance, Reports, Payroll, and HR and Attendance are arranged around it, each reading from and writing to the same data.Semstoone shared databaseCRMProjects & TasksFinanceReportsPayrollHR & Attendance
One hub: every module reads from the same database

  • CRM

    Every lead is captured in one pipeline, with real-time follow-up alerts. Won deals convert straight into projects.

  • Projects and Tasks

    Projects are linked to clients and team members, with tasks, deadlines and progress visible to everyone.

  • HR and Attendance

    Employee records, attendance and leave live in one place and feed directly into payroll.

  • Payroll

    Salaries are calculated from actual attendance and leave data, and payslips are generated in a few clicks.

  • Finance

    Invoices, expenses and payments are tracked against clients and projects, giving a real-time view of cash flow.

  • Reports

    Weekly and monthly reports are generated automatically from live data across every module.

Before Semsto, people were the only link between the tools. Now every module reads from the same database, so a lead becomes a client, the client gets a project, attendance drives payroll and project progress drives invoicing.

Swipe sideways to see the full diagram

Lead captured, then client won, then project created, then the team logs work. Project progress connects to raising the invoice. Attendance and leave feed payroll and payslips. Every step writes to one shared Semsto database, which powers live reports and dashboards.SALES → DELIVERYPEOPLE → PAYproject progressCRMLead capturedCRMClient wonPROJECTSProject createdTASKSTeam logs workHRAttendance & leavePAYROLLPayroll & payslipsFINANCEInvoice raisedOne shared Semsto databaseevery module reads and writes the same dataREPORTSLive reports & dashboards
Connected workflow: how one entry moves from first lead to final report in SemstoWorkflowShared data
Implementation

Built Around How WRP Works

The Semsto team configured the platform around WRP's existing workflows, so nobody had to change how they work.

  1. Step 1

    Discovery

    Mapped WRP's sales, HR, project and finance processes and found where data was being copied by hand.

  2. Step 2

    Configuration

    Set up modules, approval flows, salary structures and report formats to match WRP's needs.

  3. Step 3

    Data migration

    Moved existing leads, employee records, clients and projects into Semsto.

  4. Step 4

    Training and go-live

    Trained each department on its own modules before switching over.

  5. Step 5

    Ongoing support

    Quick responses to queries and continued fine-tuning as WRP's needs evolved.

Before & after

Workflow by Workflow

WRP Solution workflows before and after Semsto
Workflow Before Semsto After Semsto
Capturing a lead Typed into a shared spreadsheet Logged in CRM with source, owner and follow-up date
Following up Depended on memory Real-time alerts when each follow-up is due
Winning a deal Client details re-typed into other tools Lead converts to client and project in one step
Assigning work Tasks shared over chat, no link to hours Tasks created inside the project and tracked to completion
Attendance and leave Separate app, exported every month Recorded in Semsto and available to payroll instantly
Running payroll Spreadsheet calculations Calculated from live attendance; payslips in bulk
Raising an invoice Finance waited to hear a milestone was done Raised directly against the project
Monthly review Days of compiling numbers Live dashboards, ready any time

5manual steps before

  1. Export attendance
  2. Check leave approvals
  3. Calculate in spreadsheet
  4. Find and fix errors
  5. Make payslips individually

3steps in Semsto

  1. Attendance syncs live
  2. Review salary sheet
  3. Generate all payslips

Payroll workflow: five manual steps before vs three steps in Semsto

The results

One Connected Business

Tools replaced5→1platform

5 tools replaced by 1 platform: HR, Payroll, CRM, Projects, Tasks, Finance and Reports now run in Semsto.

  • One source of truth

    Every team works from the same live data, with one login.

  • Faster, more accurate payroll

    Salaries come straight from attendance and leave, removing manual exports and spreadsheet errors.

  • No missed follow-ups

    Automatic reminders keep every lead moving through the pipeline.

  • On-time invoicing

    Invoices are linked to project progress, so billing no longer waits on emails.

  • Decisions on live numbers

    Leadership sees real-time reports instead of waiting days for compiled data.

Client feedback

In Their Words

“Semsto is a really helpful tool for me to collaborate on our Projects, Tasks, Employees, Leads and especially Finance. And I also like all types of reports to analyze weekly/monthly activities. I recommend this useful tool to all IT and Non-IT companies to make your day-to-day process easy & automated.”

— Chirag Kheni, CEO, WRP Solution

“Semsto has transformed our business operations by seamlessly integrating HRM, Payroll, CRM, and Accounting into one easy-to-use platform. The project and task management features keep our teams organized and on track, significantly boosting efficiency.”

— Naresh Goyani, CTO, WRP Solution
Key lessons

What Other Businesses Can Take Away

  1. Count the hidden work, not just the software cost.

    The real expense was the hours spent moving data between tools.

  2. Connect the workflows that touch the most teams first.

    Lead-to-project and attendance-to-payroll delivered the fastest gains.

  3. Fit the system to the business.

    Configuring Semsto around WRP's processes kept adoption high and training short.

Ready to Connect Your Business?

If your team is still copying data between spreadsheets, apps and accounting software, you are paying a hidden cost every day. Semsto brings goals, finance, CRM, people, payroll, projects and documents into one platform, configured to the way your business already works.

Book a Demo and see how Semsto can connect your business, just like it did for WRP Solution.

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