Bennota Consulting — Insight. Strategy. Results.

Case Studies

Real businesses. Real numbers.

Propak Group — Taking Back Control of a £140,000 ERP System

£50,000+ saved every yearDelivered in 4 weeksOvernight development, zero third-party dependency

The situation

Propak Group is an established manufacturing business — trading for 50 years, 120+ employees, £25m turnover. When the time came to replace their legacy systems, they commissioned a new ERP system from an external agency. The original budget was £30,000. The final bill was £140,000.

Worse than the overspend was what came next. Every change to the system — however small — had to go back through the provider. Simple amendments genuinely took months. With no realistic way to move elsewhere, Propak signed an expensive maintenance agreement that, with routine changes and additions, was heading past £50,000 a year. They were locked in, paying heavily for a system that was clunky, undynamic, and entirely out of their control.

What Bennota did

The breakthrough was recognising that everything Propak needed was already there: the data. We taught a model the ERP system's codebase — every table, every link, every relationship.

Then we changed how change happens. We built Propak a simple task board. Their team logs what they want amended, in plain English. Overnight, our agent swarm reads the tasks and rewrites the relevant code. By morning, the changes are live on a staging system, ready to test. The team reviews and replies with a single message — approve, or change. Nothing touches the live system without their sign-off.

Amendments that took months now happen overnight. Propak are no longer beholden to a third party holding their own system hostage, dictating costs and timescales.

The results

Total time to implement: four weeks. Minimum saving: £50,000 per year in maintenance charges alone — before counting the value of changes actually getting done.

It also opened Propak's eyes to what's possible. They've since contracted Bennota to automate processes right across the business. Most departments are going paperless, with projected efficiency savings running into hundreds of thousands of pounds per year — at minimal cost, with Bennota always on hand.

We'd spent £140,000 on a system we didn't control, facing £50,000 a year just to keep it moving. Bennota changed that in four weeks. Changes that used to take months now happen overnight — we describe what we want, test it in the morning, and approve it with a single message. Nothing goes live without our say-so, and we're no longer at the mercy of a third party's costs and timescales. It's opened our eyes to what's possible across the whole business, and the savings ahead run into the hundreds of thousands. Beyond the results, they're a genuine pleasure to work with.

— Director, Propak Group

Capital Fire Safety — From 3 Days of Report Writing to Minutes

Turnover doubledIncome up £300,000+Reporting time cut from 3 days to minutesNow licensed as Auto Assess IQ

The situation

Capital Fire Safety's assessor was carrying out up to ten smaller fire risk assessments a day — but only two days a week. The other three days were consumed by report writing: turning handwritten site notes into accurate, compliant reports, referencing the correct standards, matching photographs to the right properties and observations, and building management action plans. The site work wasn't the problem. The paperwork was the bottleneck — and the source of constant evening and weekend pressure.

What Bennota did

We started with the pain point, not the technology. We trained a model on a body of his existing fire risk assessments, and loaded the relevant standards and best-practice guidance, so the software writes the way he writes and references what he'd reference.

On site, he now simply speaks and takes photographs. The software transcribes his voice notes, looks up the relevant standards, drafts observations and management action plans, and completes the PAS 79 risk matrix within his own standard report template. Every image is time-stamped, so each photograph lands automatically against the observation he was describing at that moment. Historic property details are pulled through where relevant.

He uploads from site; five minutes later, a complete draft assessment is waiting. At home, he reviews rather than writes — and a final automated QA pass cross-checks the text to ensure nothing has been missed. The assessments are fully compliant and have been independently checked by an accredited advanced-tier fire risk assessor.

The results

A process that took three days now takes minutes. He now assesses four days a week and reviews for half a day. Turnover has doubled, and his income has increased by more than £300,000 — and with the pressure gone, he sometimes chooses to take a four-day week instead.

The software proved so effective that it's now licensed to other assessors as Auto Assess IQ, in partnership with Capital Fire Safety — he earns a share of every licence sold. More time, more income, and a stake in the product his problem created. A win all round.

Your business has a story like this waiting to happen.

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