How 5 to Go runs its supplier teams and equipment maintenance on a single button
5 to Go runs its locations, its equipment, its tickets and the supplier companies that service the network in one Prokuria system, so a contractor’s technician logs maintenance with a single button and the operations team can see, at any moment, what each supplier has worked on.
One button
Maintenance logged from the location the technician is standing in
Suppliers in the same system
5 to Go's supplier teams, their contacts and their technicians work where the equipment and the tickets sit
Reports on demand
Any piece of equipment traced by region, type or leasing status, and the work behind every supplier
“Prokuria has truly simplified our day-to-day operations.”
Ana Maria Popa
Operational Manager
The company
5 to Go - Romania's largest coffee chain
5 to Go is Romania’s largest coffee-shop chain and the largest branded coffee chain in Eastern Europe, with more than 750 locations across the country and a growing international footprint.
At that size, most of the daily operation depends on equipment. Every location needs its espresso machines, grinders and other equipment working first thing in the morning, and every piece carries a history: where it is installed, when it was last serviced, which parts went into it, and what was signed when it moved. The people who keep it running work for outside companies. They are technicians employed by the suppliers contracted to service the network, covering tens of locations at once and spending the day on the road, away from a desk.
The problem
Contractor teams, equipment and tickets in separate places
Before Prokuria, coordination took most of the effort. Outside companies service the equipment, and no single system held those companies, their contacts, their technicians, the equipment they look after and the tickets they resolve.
- Supplier teams were outside the system. Each contracted company brings its own contacts and technicians, and they were tracked wherever each company happened to track them, with no shared place for the work assigned to them.
- Equipment was kept in spreadsheets. The equipment list and each item’s allocation to a location were updated by hand.
- Tickets were in a separate tool, with no link back to the equipment, the location or the supplier working on them.
- Everything else ended up in email and chat. Requests and updates went into threads, away from the equipment record.
- Spreadsheets stop working at this scale. Equipment records like these usually start in a spreadsheet and stay there. That is manageable in a small network. It breaks down once different companies can move, service, repair and report on the same asset in the same week.
Answering a plain question about one piece of equipment (where it is, what has happened to it) meant rebuilding the answer from several places, and the same asset could be described differently from one record to the next. For a supplier, the same kind of question (what this company has handled, and how much of it) had no system that could answer it.
The solution
Locations, equipment, tickets and suppliers in one place
5 to Go started with Prokuria in spring 2024. The first implementation brought together the parts that had been separate: location management, equipment management, ticketing, and the supplier companies whose technicians service the network.
Each piece of equipment is linked to the location where it is installed, tickets attach to both, and each technician on a ticket is listed under the supplier company they work for. With that structure in place, daily work took far fewer steps:
- Technicians have accounts under their supplier. Every contracted company is set up with its contacts and technicians, so the work a supplier does shows up as that supplier’s work.
- Maintenance takes one button. A technician opens the location they are physically at, presses one button, and the maintenance is recorded. If nothing else is needed, that is the whole interaction.
- Repairs and service go through a structured ticket. When more is needed, the ticket is raised in the same place, against the same equipment, location and supplier, and not in a chat thread.
- Parts come from a catalog. Tickets link to a components catalog, so a technician records which parts went into a repair, a replacement or a maintenance visit, and stock levels move with it.
- Handover documents are generated from the data. Moving equipment to or from a location needs paperwork, and because the data is already in the system, nobody types it up again.
- Each asset has one record. Location, equipment, supplier, tickets, parts and documents are kept in one system, so the history of any asset reads as one thread.
The scope has kept widening since. Equipment management got a further round of improvements, and stock management another, each delivered in a short cycle. Everything delivered is in active daily use.
This is where Prokuria tends to differ from a standard suite. Prokuria is configured without code, so the workflow follows the process a team already runs, including the steps handled by outside companies. Where a standard model did not cover the process, we built the platform around it, with the locations, equipment, tickets and supplier teams set up the way this network runs them.
The results
Less admin time, and one record of each asset and the work behind it
Work that used to be spread across spreadsheets, a separate ticket tool and chat threads now happens in one place, and both the technicians and the central team got time back.
What changed:
- A clear view of each supplier. Tickets resolved and equipment serviced are reported per supplier company, so the operations team can see what each contractor handles.
- Technicians get roughly half the time back. Routine maintenance, the most common job, is a single action from the location itself, so the admin around each visit shrank to a fraction of what it was.
- Operations works far faster. Finding a piece of equipment and its history takes a search, where it used to take an investigation, and reports that management asks for come out on demand.
- One structure across the network. An asset reads the same way wherever someone looks it up, whichever supplier worked on it last.
- Fewer messages to chase. Because the technician side is simple, the work gets logged in the system and is no longer relayed through the office, which saves time for the central team and for the contractors.
The network runs thousands of pieces of equipment across the locations in the system, maintained by a small central team and by the technicians of its supplier base.
Room to grow: the procurement flow around the equipment
5 to Go has been a Prokuria customer since spring 2024, and every part built so far is in daily use. Each expansion since the first implementation started from something the operations team asked for. With the locations, the equipment, the tickets and the supplier teams already in one system, a natural next step is improving the procurement flow around that equipment. Equipment purchasing is a natural next direction.
What our customers say about us
We know each company is different
That’s why Prokuria flexes to fit your process, with no code, no IT consultants, and no long implementations. You’re up and running at a fraction of the cost.
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