#CaseStudy

Controlling

Controlling in an IT company: project-level margin and cost tracking by cost center

Project duration: 4 months

Fincorex EPM
~100

cost centers in the company structure

~700

employees across the organization

50+

cost center managers
involved in the budgeting process

4

types of contributors covered in the system
(employment contract, civil-law contract, B2B contractors)

Initial situation

The company did not have an integrated controlling system that would allow it to prepare annual budgets for departments (cost centers) and to monitor monthly project costs and revenues by client, including different project statuses.

Challenge

The project required integration with the company’s financial and accounting system (Symfonia F-K) and the Trade module. The scope also included supporting “new business” projects, configuring granular access rights for cost center managers, Key Account Managers (KAMs) and Project Managers (PMs), as well as allocating and calculating margins at multiple levels across all projects.

Business need

The company needed an efficient system enabling centralized management of project costs and revenues, data integration with Symfonia and the Trade module, full P&L visibility, and multi-level project margin control — all while ensuring appropriate access rights for cost center managers, PMs and KAMs.

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Czym jest controlling zarządczy?
Czym jest controlling zarządczy?

Proposed solution

Implementing Fincorex® allowed the company to organize and integrate controlling processes that had previously been scattered and required manual consolidation of data from various sources in Excel. The system was fully adapted to the structure of nearly 100 departments and to projects delivered both in Poland and abroad. It provided a single, centralized environment for planning, cost monitoring and revenue analysis. As a result, the company was able to launch a unified budgeting process, and stakeholders gained real-time access to reliable information.

‍Fincorex® enabled centralized management of both departmental (cost center) and project costs by integrating project, departmental and revenue data within one system. The solution was connected with the Symfonia platform and the Trade module, ensuring smooth information flow — from accounting records to ongoing purchase orders and forecasted offers. Department heads gained the ability to independently prepare budgets and access a full P&L, while Project Managers and KAMs received visibility into their respective projects. Each user worked only with data relevant to their area, improving both security and transparency.

The system was enhanced with multi-level margin calculation mechanisms, taking into account direct project costs, specialists’ working time, as well as overheads from non-operational departments and the entire organization. Users obtained quick access to budget vs. actual comparisons in monthly, year-to-date and year-over-year views, including drill-down to individual invoices. The Fincorex® implementation shortened budgeting time, improved reporting, and strengthened control over project profitability — supporting more accurate and informed business decisions.

Implementation results

Comprehensive management of departmental and project costs

Fincorex® skonsolidował koszty MPK i projekty w jednej aplikacji, umożliwiając szefom działów szybki dostęp do danych i analizę rentowności dla całej organizacji.

Multi-level project margin monitoring

Fincorex® consolidated cost center and project data into a single application, giving department heads fast access to information and enabling profitability analysis across the entire organization.

Standardized budgeting and forecasting

The system automatically calculates appropriate margin levels for each project, taking into account direct costs, specialist work hours, overheads, and general administrative expenses, providing full control over project profitability.

Real-time reporting and detailed analysis

Users can analyze monthly and year-to-date results, track performance per project, and drill down to individual invoices in the accounting system, minimizing errors and supporting thorough financial oversight.

Precise access management

By creating permission groups, each user only has access to the cost centers or projects assigned by the administrator. This enhances data security, process transparency, and overall organizational efficiency.
Fincorex Controlling 5
Budget form with P&L overview and cost center results. Data can be entered at the detailed line-item level. Once saved, the department head can assess the results of their cost center along with key performance indicators.
Fincorex Controlling 6
Users have a detailed view of revenues broken down by month and project.
Fincorex Controlling 3
The comparison is presented in a P&L theort, showing variances both for the month and cumulatively. The report also includes a year-over-year comparison.
Fincorex Controlling 4
From the budget execution report, users can drill down to individual posted invoices in the company’s financial and accounting system.
Fincorex Controlling 2
From the budget execution report, users can drill down to individual posted invoices in the company’s financial and accounting system.
Fincorex Controlling
Example report showing four levels of margin. Margins are presented both in absolute values and as a percentage of revenues.

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• discuss your controlling challenges;
• propose an approach to address them;
• seta date for a solution presentation.
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Next, we will conduct a system presentation tailored to your specific controlling needs.

We will also show you broader perspective sand possibilities of the system in the context of your organization.

We also offer the development of models in the ‘Proof of concept’ formula. If you share details of your reporting model or data collection process withus, we will recreate it in the Fincorex® system and present the results during a follow-up meeting.

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The data controller is Fincorex sp. z o.o., based in Warsaw.