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Private sector · Digital transformation · Systems integration

Case Study: How CBS IT Systems gained a single view of every project

One system of record for software, hardware, and combined contracts, built on Zoho Projects for a leading Cyprus systems integrator.

At a glance

Client

CBS IT Systems Cyprus

Sector

Private sector · Systems integration

Service line

Digital transformation

Geography

Nicosia, Cyprus

Scope

Zoho Projects portfolio system of record

Published

July 2026

Context

Growth had quietly outpaced the tools

CBS IT Systems Cyprus, a leading systems integrator based in Nicosia delivering IT hardware and software development projects for public and private enterprises, was running an expanding portfolio of contracts on spreadsheets and a scatter of disconnected tools. Guarantees, procurement, invoicing, and support each lived in a different place. As the volume and complexity of public tender work grew, so did the cost of not having one clear view.

The challenge

Four systems, and no reliable picture in any of them

With projects spread across Excel files, Jira, Navision, and Office 365, no single place gave leadership a reliable picture of where each contract stood. The deadlines that mattered most — guarantee expiries, renewals, and billing milestones — were easy to lose between systems. The pressure was sharpest on public tender projects, where interdependent phases, approvals, and billing milestones leave little room for anything to slip. CBS needed visibility at management level without pulling its developers out of Jira, and a way to trigger billing cleanly even though Zoho Projects and Navision do not talk to each other directly.

The approach

A partner that could diagnose, design, and build

Having weighed its options, CBS turned to Capacitor Partners for a partner that could diagnose, design, and build rather than simply advise, one that understood both the Zoho ecosystem and the demands of public tender delivery.

Phase 1: Structuring the portfolio

Capacitor Partners built three project templates covering software, hardware, and combined engagements.

Each template captures structured contract data at creation: project type and status, project manager, technical owner, commercial liaison, contract object, key dates, SLA terms, warranty and maintenance periods, and the full payment and installment schedule.

Every template breaks the contract into milestones and task lists that run from start and guarantee approvals through procurement, installation, production operation, invoicing, renewal, and closure.

Phase 2: Building the modules

Procurement — to track purchase orders, suppliers, and delivery verification.

Prepaid Hours — to manage support hour balances against contract terms.

Projects Under Maintenance — for work that has moved into its managed services phase.

Maintenance and Support — to centralise ongoing SLA activity separate from initial delivery.

The results

One portal, one framework, every contract

CBS now runs software, hardware, and combined contracts from one system of record, with scattered spreadsheets retired.

Every project carries the same structured contract data, so nothing depends on who set the project up.

Procurement, prepaid hours, maintenance, and support each sit in their own clearly separated view within a single portal.

The automated link between task completion and invoicing removed a manual step that used to sit between delivery and payment.

CBS now has a repeatable framework that scales with every new contract it wins.

“Zoho Projects has helped us organize our work more effectively, improve task visibility, and keep better track of project progress and responsibilities. Capacitor Partners' responsiveness and assistance have made our experience very positive.”

Sotia Therapou, CBS IT Systems

At a glance

How a leading Cyprus systems integrator retired its spreadsheets and now runs software, hardware and combined contracts from one system of record. The engagement sits in the cyprus sector and was delivered as digital transformation work by Capacitor Partners, working inside the client organisation until the change was live.

The work behind this

Digital transformation

Digital transformation consulting is the work of rebuilding how an organisation runs — core systems, data and operating model — and shipping the result into daily use. Capacitor Partners delivers it as an embedded team that stays until the new way of working is live.

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