Our working process in collaboration

How we work at Kwapso

This is what working with us really looks like

You're probably wondering what it's really like working with Kwapso. Away from sales talks and project suggestions — what does daily collaboration actually look like?

We believe in complete transparency. After years of experience as customers of service providers — and now as providers — we know that the success of a project depends less on technical skills and more on everything around it: How do we communicate, how are decisions made, how do we solve problems, and how much time does that really cost you.

This is how we work:

Our 3-phase work process

Every company is at a different point when it comes to digital processes. Some still work with post-it notes and Excel spreadsheets, others have different programs, but nothing is connected and few are ready for advanced automation. No matter where you stand, we always see the same pattern: First understand the big picture, then build a solid foundation, then continuously improve.

We've built our process around this reality. Instead of turning everything upside down at once, we're taking a step-by-step approach — from where you are today to a fully integrated digital workplace — and later to AI-powered automation when you're ready.

Here's how it works:

Phase 1: Requirements & Analysis - Understanding the big picture and planning your foundation

This phase is about understanding — both the specific problem that needs to be solved and the bigger picture of where your company could develop digitally. We keep it very relaxed and with little effort for you.

• We come prepared with concepts and requirements based on our initial discussions

• Go through everything with you point by point
• You give time off - either on our portal at your own pace or together on appointments

• Everything is documented and numbered in your system

The goal is to plan your “basic app” — the first system that serves as a basis for everything else and at the same time solves a specific problem that you have right now.

Phase 2: Development & Testing - Build your digital foundation

This is usually the fastest phase because we're focused and know exactly what we're building. Whether it's solving the specific problem you came to us with or creating the basic system for future growth — this is where it gets concrete.

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• We build based on what we understood from phase 1
• Every two weeks: Show yourself what was built, you give feedback

• You get something to test, we develop something new

• Continuous cycle: you test → we ask → we develop → repeat

The beauty of no-code technology is that you can quickly see and test real features, not just designs or prototypes.

Phase 3: Improvement & Development - The long-term partnership phase

This is where the real magic happens and that is why we have such a strong organizational process. With no-code technology, success comes from trying out, testing, and long-term collaboration. This phase can take as long as you want — some customers work with us for months, others years.

This is where our organization really shines

• All requests are being followed: Ideas, mistakes, feedback - everything gets its own number

• Multiple input channels: Portal, appointments, emails - we collect from anywhere
• Complete history: Look back at requests from months ago, everything in your portal
• Instant updates: Email notifications when something is resolved, with an explanation of the result

• Guaranteed processing: Every request is processed, nothing falls through the cracks

You always know where you stand
‍Portal updates, email notifications, schedule summaries — you never wonder what's happening with your project.

Our communication rhythm

14-day appointments + portal around the clock

• Every 14 days: Prepared appointments with demos, feedback and decisions

• Between appointments: Our customer portal for questions, updates and inquiries
• emergencies: 24-hour response to critical issues

Principle of minimum effort
‍Don't waste time with ten individual emails with individual questions. We collect everything in prepared appointments, where you simply come and give feedback.

Contact us any way you want
‍SMS, email, portal, even WhatsApp — we adapt to your communication style and still keep everything organized and documented.

Your time

Honestly speaking: That's probably what you're most interested in.

The reality:

• 14-day appointments: 30-60 minutes
• Portal controls: See when it's convenient for you
• Test phases: Use new features in your real workflow
• No homework: We take care of all preparation and follow-up

You can join in more if you want
‍Some customers love being hands-on. Others prefer to set the course and let us handle everything. They both work perfectly.

How our appointments work

We do the work

• Come prepared with questions, demos and decisions to be made
• Show progress, collect feedback, plan next steps
• Record everything so you can watch again later
• Document all decisions in your portal

You come and decide
‍No preparation required on your part. We present options, you choose the direction, we take care of the implementation.

Schedule expectations

Speed adapts to your business reality

• We are fast in developing and collecting requirements
• The overall schedule fits your operational process
• Longer feedback loops are built into our process
• No pressure while running your daily business

Why projects take time
‍You need to test things with your team, evaluate changes, and make well-thought-out decisions. Sometimes it takes a week, sometimes two weeks — completely okay.

Do you want it faster?
We can expedite when your situation requires it.

When something goes wrong

Direct communication
‍No need to talk about problems. If something takes longer, doesn't work, or needs a different approach — we'll tell you straight away.

24-hour response
‍Technical issues get immediate attention. Sometimes it's a 10-minute repair, sometimes more complex, but we won't let you down.

We stick together
‍Even if something is not directly our responsibility, we help you solve it. Long-term partnerships mean shared responsibility for your success.

Why we work completely remotely

Digital work requires a digital way of working
‍We work completely remotely because what we do is digital. For real project work — demos, feedback appointments, decision making — we need our complete technical setup: multiple screens, stable Internet connection, recording equipment and development environment.

What we've learned
‍Important appointments are disrupted by technical problems, missing laptops, or poor setups. Virtual appointments eliminate these variables and keep us focused on your project.

Personal contact is still important
‍We love having lunches, coffee talks and office visits together to get to know you and your company in person. But we save that for relationship building and strategic brainstorming, not for operational project work.

Contact person structure

A primary point of contact

• Usually the decision maker but can also be a project manager
• If you're the managing director but a project manager is leading the project, we'll work with him
• You remain involved for approvals through 14-day appointments, direct portal approvals or simple email responses

No contact person chaos
‍You always know who you can reach and who knows your project inside and out.

What we expect from our customers

We are selective when it comes to partnerships
‍We don't work with 100+ customers per year. We work with 15-20 customers annually because our service is deeply structured and personal.

Three important features:

1. willingness: Willingness to improve and change
2. openness: Honest communication about problems, requests and feedback
3. trust: Let us guide the technical process while you focus on business results

Why it's importantWith so few customers, we need partners who are really invested in the process. We don't build standard solutions — we build systems specifically for your company.

Partnership vs. supplier philosophy

We are not a typical supplier

• suppliers Implement what you say and move on
• partners Think along with you, suggest improvements and grow with your company

What partnership looks like

• Open conversations: Direct feedback, honest assessments, honest conversations about what works
• Authentic collaboration: Joint ideas, joint problem solving, mutual investment in success
• Experimental mentality: Try things out, don't be afraid to break them, iterate quickly
• Future-oriented: Share automation, AI tools, and new ways of working

Think long term
‍We would rather have 20 deep partnerships than 200 transaction projects. That means we are invested in your success, beyond our services.

What that means for you

Working with Kwapso means having a partner who is truly interested in making your business processes smoother, not more complicated. We've designed every aspect of our process around one goal: to deliver real results while respecting that you have a business to run.

The transparency you've just read isn't just theory — that's actually how we work, day in and day out. Whether you're already working with us or considering it, you can count on this clarity and organization throughout our partnership.

This is how we build digital solutions that work in the real world. This is how we create happier digital workplaces.

We are looking forward to working with you