At Rovagro, everything revolves around connection – not just technically, but also between people. Their drive for continuous improvement is deeply ingrained in the DNA of this family business. Since 1983, the Lanaken-based company has been a staple in electrical engineering and automation. Their clients? Both industrial players and private individuals.
The challenge? An outdated ERP system that hindered rather than helped inter-departmental collaboration. Thanks to a well-thought-out change management process, supported by scapta and Younify, Rovagro successfully switched to Business Central – with Document Capture simplifying and accelerating the process.
From stainless steel to flexible and future-proof
Goedele Roox, director at Rovagro, had seen it coming for some time: the way of working was no longer up-to-date. Rovagro knows better than anyone how important precision is. But their internal operations – with paper and manual counting – started to feel cumbersome. The previous version of Navision had been set up by a previous generation within the company. However, the way of working had fundamentally changed in the meantime: where previously each department worked separately, there was now a need for more collaboration, automation, and oversight.
“Everything had to be done manually. Sales, purchasing, logistics: everyone worked in their own silo. We lacked a central line.”
Goedele Roox, Director
It's high time to change course: with a partner who not only understands technology but also brings people along in change.
Successful change requires more than just technology.
Through their IT partner, Rovagro came into contact with scapta. The approach clicked immediately. Scapta didn't start with the technology, but with the people. What was difficult? What could have been better? How did the departments work today? Following that, there were department-specific workshops, supported by Unify as a change management partner.
“The preparation was crucial. Everyone knew what was going to change.
And they listened to us.”
Goedele Roox, Director
The approach was essential because this change not only affected the software but, more importantly, the daily habits of people who had been working in a set way for years. Instead of resistance, there was room for input, consultation, and practice. Unify helped as a liaison between end-users and consultants, ensuring that signals from the workplace were truly translated into the system's configuration.
Every employee was involved in the analysis, design, and feedback rounds. Not as a formality, but as a full voice in the process. That involvement made the difference: even the most experienced employees bought into the narrative. The result: a change that wasn't imposed, but embraced.
One system that everyone quickly gets on board with
One system, one flow: that was the goal. Today Rovagro operates on Business Central, met Document Capture as a digital helping hand.
What does that mean in concrete terms?
- Invoices are automatically read in.
- They are immediately made available for approval
- And then neatly booked further – without intermediate steps
No more paperwork, no separate tools – everyone works together in one environment: from accounting to logistics.
“The go-live went surprisingly smoothly. We were ready for it. Even colleagues who had been working the old way for 25 years got on board.”
Goedele Roox, Director
As is the way in a well-oiled family business: once the engine starts, everything runs smoothly. Today, the silos have disappeared, and the organization runs as a whole. With an overview, and with less hassle.
“The go-live went so smoothly that we didn't even have any real escalations. That's rare in an ERP project – and proves that the foundation was solid.”
Lode Simons, Lead Business Consultant at scapta
Where today makes the difference
Today, the difference is felt in every corner of the company. The administration no longer has to puzzle over paper invoices, the warehouse always knows where everything is, and colleagues communicate faster and more efficiently than ever. Less frustration, more overview, and above all: a system that doesn't hinder, but helps.
- One platform where everyone collaborates, without noise or duplication of effort
- Less manual work means fewer mistakes and more time.
- The thorough preparation is paying off: employees are on board and motivated
- Support when needed, but at the same time sufficient autonomy to be able to continue independently
And now?
Rovagro isn't standing still. On the agenda are Power BI for reporting and an online ordering system, among other things. Thanks to the strong foundation, there's room to build further.
“We feel like we have control.
That gives confidence to take the next step.”
Goedele Roox, Director
Human-scale cooperation
At Rovagro, they know that technology only works if everyone is on board. Scapta and Younify not only guided a digital transformation, but also ensured that everyone stayed on board.
“It was sometimes with blood, sweat, and tears. But we crossed the finish line together. That's what makes this project so valuable.”
Lode Simons, Lead Business Consultant at scapta
Or as Goedele says: “We once said: if it works, we'll toast to success together. We still have to do that.”