From four systems to one platform
Brinxx supplies corporate gifts to business customers. The company worked with a webshop, a separate quoting system, spreadsheets for decoration pricing and an accounting package that knew nothing about the other three. Today the catalogue, the quotes, the orders and the technique pricing run on one platform, and invoicing is being set up in the ERP.
The situation
Anyone selling corporate gifts is really selling two things at once: a product and a decoration. The product comes from a supplier, with its own data, photos and lead times. The decoration comes from a technique, with its own price breaks, its own setup costs and a maximum number of colours. Every quote is therefore a calculation across two sources that know nothing about each other.
At Brinxx that calculation lived in the heads of the inside sales team and in spreadsheets. It worked as long as things were quiet and the people who knew were in. It stopped working the moment three requests came in at once, or the colleague who knew a technique's price breaks by heart took a week off. The catalogue grew faster than the systems: supplier data changes daily, but the webshop stood still until someone updated it by hand. Which leads to the inevitable phone call: that product is on your site, but my supplier no longer has it.
On top of that, Brinxx is not a standard company. There are non-standard price breaks, customer-specific agreements and products only sold in combination. Every off-the-shelf package we looked at forced Brinxx to give those rules up. That is not a technical detail but the commercial difference with the competition: those rules are exactly why a customer buys from Brinxx and not somewhere else.
The challenge
The real problem was not speed. It was uncertainty. Making a quote meant: look up the product, look up the purchase price, look up the technique, look up the price breaks, add the setup costs, add the margin, and then retype everything into a document. One wrong figure and the margin was gone. And once the quote had gone out, nobody could show afterwards which purchase price it had been based on. On a rejected quote that is a pity; on an accepted quote with the wrong price it is a loss you only see at the end of the quarter.
Three things had to happen at the same time. First, product data from several suppliers had to arrive daily by itself, without products going missing or appearing twice. Second, technique pricing had to become real rules in the system instead of cells in a spreadsheet — with the price breaks, the number of colours and the setup costs in them. Third, an accepted quote had to become an order without anyone retyping a line.
And then the tension that comes with every project like this: it had to happen while the company kept selling. There was no period in which the webshop could be down for a month, and no moment when inside sales could stop quoting to learn a system. That is why nothing was migrated in one go.
Why MagicEverse
We did not start with a presentation but with a working environment in the Brinxx branding, filled with their own products. Within days they could click through their own catalogue instead of looking at screenshots. That changed the conversation: it was no longer about what a system might do, but about what was still wrong on screen.
On top of that, we know the trade. Nobody had to explain to us what a print area is, why a setup cost counts per colour, or why a supplier feed arrives at five in the morning. That knowledge sits in our product and not only in the conversation.
How we did it together
In phases, and in this order — deliberately, because every step leans on the one before it. Product data first, because everything else rests on it. Then the sales environment, which makes the data visible. Then technique pricing, which takes the calculation out of people's heads. And last the chain to the back office.
Alongside that, the catalogue of business rules was mapped: which rule applies where and which screen manages it. That overview was delivered in September 2026 and now determines what still has to land in the ERP. So at any moment it was possible to explain what changed and what did not, while the quotes kept going out.
Product data first
The supplier feeds went into the PIM, with a nightly refresh and a log recording what was added, changed and withdrawn. That ended the discussion about whether a product still exists.
Then the sales environment
Search, filters on their own data, and a quote list instead of a shopping cart — because in this trade nobody blindly orders 250 items with a logo.
Then the technique pricing
This was the heaviest part: screen printing, pad printing, engraving, embroidery and digital, each with its own price breaks, setup cost and maximum. Those rules are now in the system, so the price follows as soon as someone picks a technique.
New ones keep arriving: the Hydroglaze technique was added on 15 September 2026, in the admin environment and in the ERP at the same time.
Finally the chain to the back office
An accepted quote becomes an order without retyping. Along the way the design changed: only approved quote lines move into the order. That came from practice. A customer often wants to see two options side by side and then pick one; with the old design the whole quote had to be redone.
The result
What Brinxx gained is not primarily speed but certainty. A quote rests on one catalogue, with one purchase price and one technique price, and that origin can be traced afterwards. That was exactly the gap: a wrong price used to surface at the end of the quarter.
We only put down what we can account for if you ask. The time per quote before and after, and the number of quotes per month, have not been measured. They are listed below as an open point and not as a result.
One catalogue as the source
Instead of four places holding product data. The feeds arrive at night.
Quotes that calculate themselves
Including price breaks, number of colours and setup costs. The price follows as soon as someone picks a technique.
Traceability
For every quote you can see which purchase price and which technique price it was based on.
The custom rules stayed
Brinxx did not have to give up its own price breaks and customer agreements to go from four systems to one.
What runs today
The platform runs on its own environment with the catalogue, the sales environment, the quotes, the technique pricing and the custom rules in it. A second sales environment for Promotionalz runs on the same engine, with its own range and its own prices. Adding a brand there is a configuration, not a second system.
The next step is invoicing. The technique pricing and the credit notes have already been rebuilt in the ERP, so the administration falls into the same chain.
What the customer says about it
This quotation is a draft. We wrote it down the way we understood it from the conversations, so that it can be put to the customer. It only goes live once the customer has approved it word for word and the name and role are in place.
“We did not have to give up our own pricing agreements to go from four systems to one. That was our condition.”
Three stories that belong with this one
The cases are connected: the same catalogue, the same technique rules and the same agent come back in several stories. These three sit closest to what you have just read.
We build your demo on your own products
Send us your supplier feed or a list of your products. Within a few working days there is a sales environment in your branding on its own address, with your own catalogue in it. Then you are not discussing a system but your own screen.