Order Agent and customer portal for preferred signing supplier of RAI Amsterdam & AHOY
Partnion, preferred supplier of RAI Amsterdam and Ahoy Rotterdam, faced a bottleneck in artwork delivery and project management. Vpact built a smart customer portal on top of their existing system.
The situation and challenge
Partnion is an authority in signing and visual communication. As preferred supplier of RAI Amsterdam and partner of Ahoy Rotterdam, they take care of the complete decoration of global events. Major names such as PLMA, Provada, Horecava, the Consumer Electronics Show, and Money 20/20 rely on their expertise.
But behind the scenes, a serious bottleneck was developing. Project managers were spending a large part of their day managing an endless stream of emails, WeTransfer links, and loose files. Artwork was delivered unstructured, after which PMs had to manually check everything and upload it to their internal system. Instead of directing projects, PMs were acting as mailbox managers.
Our approach
At Vpact we work according to the ValueFirst principle: we only build when we are certain it truly moves the business forward. During our ValueScan™ with Partnion, we immediately identified several pillars where significant value could be unlocked.
We deliberately chose not to replace the entire system. That would take too much time and introduce unnecessary risks for the ongoing operation. Instead, we built a smart additional layer on top of their existing software: an intelligent portal that preserves the strengths of their current way of working but removes the manual hassle.
The solution: a modern Customer Portal
The result is a central, professional place where Partnion's clients submit their artwork and approve proofs. No more loose emails, but one clear system that speaks the client's language.
As soon as a client uploads artwork, the software immediately checks whether the quality and dimensions are correct. The client receives immediate notification if something is wrong.
Clients see exactly what still needs to be done and where their visuals will be placed, including a view of the locations like the RAI floor plan.
The portal talks directly to the existing database. Double entry and manual file juggling are a thing of the past.
Business Impact
We are already building the next step: an AI Order Agent that automates a large part of the ordering process.
The stream of status questions and artwork updates has been significantly reduced, allowing PMs to focus on their core task: quality control and client contact.
Thanks to automatic checks at the front end, only technically correct artwork enters the production process.
The portal radiates the professionalism that matches the high-end brands and events Partnion works for.
Partnion can now take on more assignments and expand internationally with the same team.
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