From paper to total control. The transformation of Deuma with Protecnus.
In a sector where operational efficiency and data traceability are key, Deuma SRL, an Argentine company specialising in air conditioning maintenance, made a significant step forward in its operations thanks to the implementation of Protecnus, the leading management software for companies providing preventive and corrective maintenance services.
The challenge: scaling without losing control
Around 7 years ago, Deuma had reached a turning point. The steady growth of its operations was starting to put pressure on traditional processes: paper work orders, Excel spreadsheets, equipment histories scattered across the office, cupboards full of folders and files, repeated tasks, and lost administrative time. The lack of traceability made both internal management and customer relationships more difficult.
That was when they decided to implement specialist management software. “We needed a robust solution that would not only organise our services, but also integrate all areas of the company into a single system,” says Guillermo Massucco, General Manager of Deuma.
The first changes
The implementation of Protecnus marked a clear before and after. In just three months, Deuma managed to have 100% of its technical services scheduled and managed digitally. This resulted in a 60% reduction in administrative tasks and greater efficiency in the use of time and resources. A notable point is that part of Deuma’s administrative staff, who were previously 100% dedicated to managing services, can now focus on other areas of the company, since the planning, tracking and overall service management tasks are now concentrated in a single person, whereas previously they required 3 full-time people.
Digitising the technical process was key: today technicians complete service reports directly from the mobile app, sign digitally and attach photos, which greatly speeds up document management.
Complete control with real-time indicators
One of the features Deuma values most in its day-to-day operations is the monitoring of key performance indicators (KPIs) within the Protecnus platform. Thanks to this feature, the company can view in real time the operational performance of its technical service teams and the overall progress of the business.
“Before, we did this kind of monitoring in separate spreadsheets, with data that always arrived late or incomplete. Today, with Protecnus graphic dashboards, we make decisions based on instantly updated information in a way that is very easy to read.”
This detailed KPI control allowed them to:
- Identify opportunities to improve resource allocation
- Measure productivity both individually by technician and across the team
- Optimise service routes, among other things
In the words of Alberto Vega, Operations Manager:
“The indicators became our daily compass. Today we know exactly how we are performing and where we can improve, without having to wait until the end of the month to realise it.”
Itestor: the ideal complement for the administrative side
With the Itestor add-on, the native ERP that integrates with Protecnus, the company was also able to automate its commercial management and stock control. From the same tool, they can now:
- Manage spare parts and material stock in real time
- Send quotes directly from the tool
- Link work orders with stock and purchasing movements, among other things
Improved customer relationships
One of the biggest impacts was seen on Deuma’s customer side. Through the Protecnus Customer Platform, end users can now access their service history, download certificates, request visits and track the status of their equipment.
More than 80% of active customers already use the platform, which has raised perceived satisfaction levels. This resulted in 35% more contract renewals in the last year. In this sense, Guillermo describes Protecnus as “a tool that pays for itself within a few months of use”.
The biggest benefit: complete centralisation
Alberto Vega, Operations Manager at Deuma, tells us: “The biggest benefit that Protecnus gave us was the ability to centralise our entire operation in a single system. From technicians’ work orders, to stock movement and the final report: everything is digitised, unified, organised and updated in real time”. Thanks to this integration, Deuma gained efficiency, reduced errors and achieved greater visibility across its operation, allowing it to grow without losing service quality.
An example in action
During the last peak season, a well-known Argentine company experienced a critical failure in its office climate control system. Thanks to the planning and agility provided by Protecnus, in less than 15 minutes Deuma already had a technician assigned, the spare part reserved, and a notification sent to the customer. In less than three hours the system was back up and running. It is worth clarifying that, throughout this process, the customer could see the real-time status of their service, giving them reassurance and confidence, which is a highly important added value for any maintenance service company.
Technical team adoption
The technicians played a leading role in the change. Although there was some natural resistance at first, they quickly adopted the tool as part of their routine. Today, they all use the Protecnus mobile app to record tasks, access equipment history and sign digitally. This reduced input errors by 90% and completely eliminated the use of paper in the field.
Go back? Impossible.
When asked whether they could ever go back to working without Protecnus, the team at Deuma is clear:
“Going back to paper, Excel, folders… would mean going back years. Today, managing the business without Protecnus would be unthinkable. It is our operational foundation.”
Conclusion
Deuma’s case shows that with the right tools, a service company can transform its operations, improve customer relationships, and scale with control and efficiency. Protecnus and Itestor not only helped organise processes, but also became the digital engine of a company that continues to grow.
Oscar Marín and Javier Berdial, part of our commercial team, welcoming Guillermo Massucco, General Manager of Deuma, and Daniel Sandoval, a technician from Deuma, at the Protecnus stand at the C&R climate control trade fair in Madrid.