400 employees. One solution.

SYZYGY Germany faced the challenge of overhauling its core financial and project processes. The previous project management tool had been custom-developed, had evolved over more than 20 years, was technically outdated, and could no longer reliably meet the needs of a modern, scalable organization.

In particular, billing, approvals, and reporting involved a significant number of manual steps. Data was managed through Excel spreadsheets, emails, and multiple systems—resulting in a high level of coordination effort and limited transparency.

The goal with Poool was to create a centralized solution that digitally maps existing processes, seamlessly integrates accounting, and does not disrupt day-to-day operations for over 400 employees.

Our goal was to streamline our processes, create transparency, and at the same time ensure that operations continued smoothly for all employees.

The existing IT infrastructure was no longer capable of adequately meeting the needs of a modern agency group. Billing processes involved multiple steps in Excel, approvals were coordinated via email, and important data had to be compiled manually.

At the same time, the migration of 400 employees should be completed without disrupting day-to-day operations.

With Poool, SYZYGY Germany has taken its entire financial and project management operations to a new technological level. Poool replaces the company’s 20-year-old in-house system and combines project management, accounting, and controlling into a single smart interface.

An overview of the solution's milestones:

• Everything in one system: Instead of fragmented Excel spreadsheets and confusing email approvals, SYZYGY now manages billing, approval processes, and financial control through a single, integrated system.
• Complete elimination of media discontinuity: Replacing Excel chains and manual email loops with automated, digital workflows.
• Smart Quality Control: Moving the controlling review to before the actual posting process to drastically minimize errors.
• Special requirements addressed: Seamless coverage of the complex PoC-PRAP process for international accounting.
• Future-proof analytics: Direct delivery of all relevant data streams for flexible analysis in Power BI.

At the same time, the migration of 400 employees should be completed without disrupting day-to-day operations.

With Poool, SYZYGY was able to significantly streamline its core financial and project processes. What used to involve multiple Excel sheets, email approvals, and manual reconciliations is now consolidated into a single digital process.

The monthly closing process has been reduced from 8 to 6.5 days. At the same time, the error rate in accounting has dropped significantly because the Controlling department now checks entries before they are posted—rather than after.

Reporting has also improved significantly: New reports can be created flexibly using Power BI, enabling SYZYGY to respond more quickly to customer requests.

More than 350 employees use Poool every day. The largest subsidiary is already live—and a group-wide rollout is planned as the next step.

Following the successful launch of its largest subsidiary, SYZYGY plans to continue its expansion.

We are currently working with Syzygy to take active steps toward mapping the entire company in Poool.

Plans include resource planning, employee management, and much more.