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Discover how Kaplinks Engineering Pvt Ltd reduced paperwork and gained real-time profitability visibility across 200 HVAC projects annually using ProjectBase.
Company Name: Kaplinks Engineering Pvt Ltd
Industry: HVAC, Wall Systems, Acoustic Ceiling Solutions
Website: https://kaplinks.com/index.html
Team Size: ~45 employees
Business Structure: 2 verticals, 3 branches
Project Volume: ~50 active projects at any time, ~200 projects annually
Kaplinks Engineering Pvt Ltd is a high-velocity contracting business operating across HVAC and wall plus acoustic ceiling solutions, including work with brands like Knauf. With hundreds of projects executed every year, Kaplinks operates in a scale where even small inefficiencies quickly compound into large operational problems.
Unlike many contractors who manage a few long-duration projects, Kaplinks runs a large number of short and mid-cycle projects in parallel, making cost tracking, approvals, and profitability visibility absolutely critical to business health.
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Kaplinks had been actively looking for a robust system for nearly a decade.
Before ProjectBase, they had:
On paper, things were “working”. But in reality, the leadership team knew the system would not sustain their scale.
Kaplinks did have a way to track profitability, but it came with heavy manual effort. Expenses, invoices, and project costs had to be tracked across multiple files, which made real-time visibility almost impossible.
Profitability was often understood after the project, not during execution. At their scale, this meant:
With two business verticals and three branches, generating a consolidated view of profitability required maintaining 8 different Excel files and then manually combining them into a single report.
This was not just inefficient. It was risky.
Invoices and documents physically moved from table to table for signatures. At a scale of ~200 projects a year, this created:
As one of the leaders put it, too much operational control sat with one person simply because the process demanded it.
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Kaplinks had already tried a custom software approach earlier and used it for nearly a year. That experience didn’t deliver the expected outcomes, making the team cautious about new systems.
What made ProjectBase different was not just features, but fitment.
After nearly ten years of searching for the right system, Kaplinks finally felt ProjectBase could support the way they operate, not force them to change everything overnight.
Kaplinks took a methodical approach to implementation.
New projects were moved into ProjectBase first, while old projects were closed on the previous system. This avoided confusion and ensured discipline.
The real confidence moment came after completing one full quarter on ProjectBase. By June, the leadership team felt the system had settled into the organisation.
Kaplinks now tracks costs directly against projects using the expense module. This enables:
What earlier required manual collation across multiple files is now available at the press of a button.
Earlier, nearly 80% of transaction control sat with the leader, simply because approvals were manual.
With ProjectBase:
This shift alone freed up significant leadership bandwidth.
One of the most visible changes was paper usage.
Invoices, approvals, and documents now live inside the system. Leadership no longer has files piled on their table for signature. Everything is visible digitally, including through the Team Board.
As they put it:
“Nothing comes to my table anymore.”
This has improved productivity on both sides without adding complexity.
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The biggest early win was replacing 8 separate Excel files with a single consolidated report.
What earlier took hours or days to prepare is now available instantly.
With faster access to data, Kaplinks introduced:
This was not feasible earlier due to reporting effort.
ProjectBase helped identify whether all executed items had been invoiced, especially during project closure.
Items that earlier slipped through due to hardcopy workflows are now caught because:
Kaplinks described ProjectBase as a system that brings utmost clarity at their scale.
For a business handling thousands of projects, the biggest relief was not speed alone, but control without chaos.
With ProjectBase, Kaplinks Engineering Pvt Ltd achieved:
In a business where scale is high and margins depend on discipline, ProjectBase became the backbone that allowed Kaplinks to operate confidently.
This story will resonate strongly with:
Kaplinks’ journey shows that systems don’t slow down fast businesses. The right system actually protects speed, profitability, and sanity at scale.
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Kaplinks Engineering manages a very high volume of projects, close to 200 projects every year, across multiple branches and business verticals. They needed a single system to track costs, profitability, approvals, and project status without relying on multiple Excel files or manual paperwork.
While Excel worked initially, it became difficult to manage as project volumes increased. Profitability tracking required maintaining multiple files, reporting took too much time, and errors became more likely. At their scale, even small delays or mistakes could impact margins significantly.
ProjectBase allowed Kaplinks to track expenses directly against each project in real time. This made it possible to compare projected profitability with actual profitability during execution, instead of discovering issues only after a project was completed.
Before ProjectBase, approvals involved physical paperwork and signatures, creating delays and leadership dependency. After implementation, approvals became system-driven and digital, significantly reducing paper movement and freeing up leadership time.
Yes. During project closure, ProjectBase helps verify whether all executed items have been invoiced. This reduced the chances of missing billable items, a common issue when relying on manual or hardcopy-based processes.
Earlier, reporting required combining multiple Excel files and took considerable time. With ProjectBase, consolidated reports are available instantly. This allowed Kaplinks to introduce mid-month and fortnightly review meetings using accurate, up-to-date data.
Yes. Kaplinks’ experience shows that ProjectBase works especially well for contractors handling hundreds or thousands of projects annually, where speed, discipline, and centralised control are essential to maintain profitability.
Let's schedule a demo so you can get first-hand experience of how ProjectBase can help you run your operations faster and smarter.
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