“Hospitality specialist chooses to take control of processes and pricing structures”
Choosing a new ERP system is rarely a quick decision. For HSB, it was a careful process that focused on workflows, exceptions, and collaboration.
In January 2026, HSB finally chose Uniconta. That decision was preceded by an intensive preliminary process.
The first question: “Can Uniconta too?”
The process began in May 2025 with a classic but valid question:
“Can Uniconta too?”
What followed was not a standard software demo, but a series of sessions with various departments within HSB. These sessions focused not only on functionality, but specifically on:
- How processes really work
- Where the exceptions are
- What dependencies exist with other systems
Based on that, a demo was set up that was specifically tailored to HSB’s operations.
From interest to deeper understanding
After the first demo, it was clear that Uniconta could handle a lot of Uniconta requirements. At the same time, it also became apparent where the complexity lay.
HSB is dealing with a combination of processes that are far from trivial:
- Sale and rental of coffee machines
- Working with products that have expiration dates (such as coffee beans)
- Batches and inventory management
- Scan & Recognize and Automatic Invoice Matching
- Daily rates and international procurement
But the most decisive factor was the way prices are determined.
The selling price of items is not fixed, but depends on:
- Cost prices
- Exchange Rates
- Surcharges and fees
- Packaging and deposit
This calls for a system in which pricing logic is flexible and reproducible.
The decision to prioritize certainty
Instead of jumping straight into implementation, HSB decided to take an extra step first: to gain a deeper understanding of the processes, integrations, and collaboration.
Not because I had to—but because the situation called for it.
During this phase, the following questions, among others, were addressed:
- How do standard features align with the processes?
- Where are changes needed—in the software or in the process?
- How will the technical integration with other systems be implemented?
- Who will take on which responsibilities during implementation?
The collaboration itself was also put to the test: how do consultants and key users work together, how quickly are decisions made, and how is complexity handled?
The moment of decision
Based on this analysis, HSB decided in January to Uniconta , in collaboration with Promentum Consulting.
It wasn't any one specific feature that made the difference, but the overall picture:
- Understanding how processes will be structured
- Clarity regarding technical choices and integrations
- Realistic expectations regarding implementation
- Trust in the partnership
In other words:
It was no longer a matter of assumptions—but of a shared understanding.
Why this approach worked
What sets this process apart is that we deliberately took the time to plan before the actual implementation.
Not every organization needs that.
But in situations where processes and integrations are more complex, it helps to first get a clear picture:
- Exactly what needs to be built or furnished
- How systems will communicate with each other
- And what the collaboration will look like
For HSB, this has led to a decision based not only on functionality, but also on certainty and confidence in the implementation.
Are you considering an ERP project?
Are you about to embark on an ERP implementation and do you recognize the complexity of multiple systems, variable pricing structures, or specific processes?
In that case, it’s wise to first carefully determine what you need: an immediate start, or perhaps more insight first. Promentum Consulting organizations with both approaches—depending on what best suits the situation.
The goal is not to make the process more difficult than necessary, but to ensure that the chosen approach actually works in practice.
“Schedule an exploratory meeting and find out which approach is right for you.”
