UDK WebOffice software development case study

UDK – one of the largest construction materials manufacturers in Ukraine

UDK’s team was drowning in calls, spreadsheets, and repeated mistakes. They needed a smarter way to handle orders and deliveries. We built a custom WebOffice system that connected everyone through one interface, automated routine operations, and played nicely with the company’s existing software tools.

Manufacturing

Industry

201-500 employees

Company size

Ukraine

Country

2007

Established

Services

IT Consulting

Product Development

Web Development

ERP development

Business outcomes

Order processing went from 5 phone calls to 0
$100,000 saved on delivery in the first year after system implementation
Truck volume doubled (from 45 to 92 trucks a day)

Clockwise development team

Business analyst
Backend developer
Frontend developer
Manual QA engineer

Time to market

From February 2013 to March 2016

Client and project

UDK’s 75,000-square-meter (800,000-square-foot) factory in Dnipro, Ukraine, produces 440,000 cubic meters (over 15 million cubic feet) of construction materials yearly, covering around 10% of Ukraine’s total autoclaved aerated concrete (AAC) market. UDK works directly with construction companies, developers, and distributors — most orders are wholesale.

Despite the scale of the company’s operations, however, almost everything was done manually at the moment our partnership began. This resulted in endless calls, handwritten reports, and error-prone delivery planning. Scaling in this way wasn’t sustainable; there was a definite need for digital transformation.

After a brief analysis, it was clear that a full enterprise resource planning (ERP) system would take a few years and millions of dollars to build. But we were after quick, tangible results. So we went with an MVP approach and focused on the core modules that mattered most.

Andrii

Founder and CEO of Clockwise

“We kicked things off by mapping out UDK’s existing workflows to understand how everything operated day to day. It didn’t take long to spot the first major blocker — order management. Processing a single order often meant at least five separate phone calls between clients, managers, warehouse operators, and delivery partners. On top of that, the process was full of manual actions and prone to errors. So the next step was clear: we had to tackle order processing first if we wanted to make an impact fast.”

UDK order processing

Before WebOffice implementation

After WebOffice implementation

How UDK processed orders

6 professionals involved at different stages of order processing
5 phone calls between UDK departments
Manual data entry and documentation

To reduce the amount of manual work, we started with identifying the roles involved in order processing:

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External users:

Client
Carrier
Vehicle owner

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Internal users:

Cashier
Platform admin
Logistics admin
Warehouse admin

Both internal and external users got access to the WebOffice system with the right permissions and tools for their job. We aimed to improve the experience for everyone involved through:

An easy-to-use interface to replace endless calls, confirmations, and manual edits in spreadsheets
Automatic updates in the accounting system
Smooth data exchange between departments

Once the biggest pain point was out of the way, we took a closer look under the hood of the company. More bottlenecks came up during analysis, and our team methodically worked through them to make UDK’s system smoother at every level.

Integration with external tools and data management

Mike

Software Architect

Designed architecture for 50+ projects with 99,99% uptime reliability

“UDK already had tools in place for accounting, order management, and other operations — and a lot of valuable data spread across different systems. We weren’t there to tear everything down. The goal was modernization, not disruption. We looked for a way to keep the tools their team was used to while connecting everything through a single interface. That also meant unifying the data and defining how all system components and data entities interact, ensuring consistency and making sure the design supported scalability, performance, and future growth.

The system data structure diagram we presented was our solution for connecting all components of the system and ensuring a seamless and error-free data flow.”

UDK WebOffice: System Data Structure

ERP functionality we implemented for UDK

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Admin panel

Dashboard
Client registry
Counterparty registry
System statistics
Notification management
User management

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Client cabinet

Client profile
Notifications
News
Product catalog
Product order placement & details
Shipment order placement & details
Documentation view

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Order management

Order list
Order details
Order confirmation/cancellation

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Shipment management

Shipment order list
Automated delivery contractor selection
Shipment details & tracking

📦

Warehouse logistics

Inventory management (considering orders & production schedule)
Calculation of vehicle loading schedules

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Logistics

Calculation of product delivery schedules
Vehicle composition based on loading/unloading type and delivery points
Calculation of optimal order distribution across vehicles considering routes
Delivery schedule builder for large orders

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Financial management

Automated invoicing
Payment status notifications
For client accounts: balance management, discounts, bonuses, credit limits

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Document management

Document upload/download
Document storage

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Integrations

Accounting system
Map services
Messenger
Email service
SMS service

Specific challenges we had to solve

This project came with some unique optimization puzzles.

One of them was delivery logistics: We had to assign trucks based on delivery points and vehicle types, build individual route plans, and even arrange cargo inside each truck according to the unloading sequence, since the crane manipulator can only unload in order. And, of course, all of that had to align with the warehouse’s loading schedule.

Another issue was carrier assignment. Carriers were often assigned subjectively, leading to delays and higher-than-necessary costs. We solved this with a fully automated auction system: partners bid on upcoming shipments, and the system automatically selects the best offer. This ensures the most profitable assignment for each shipment.

WebOffice brings order management under control, uniting everyone involved in a single, easy-to-use interface.

Documentation

Andrii

Founder and CEO of Clockwise

“UDK wanted to avoid vendor lock-in — and we fully supported that. Their team stayed actively involved in technical discussions to keep context and ownership on their side. To make future support and scaling easier, we also delivered thorough documentation.

One example is the Software Design Description (SDD) — a technical document that outlines the architecture and system design of UDK WebOffice. It’s written for developers who will maintain or extend the system, QA engineers, and third-party teams integrating with WebOffice. In short, it contains everything they need to stay in control of the product.”

Technologies we used

Java Script

PHP

MySQL

What`s next for UDK WebOffice

The original WebOffice did its job for years. But as UDK’s business continued to evolve, they asked us to redesign the system to match new workflows and growth plans.

Now, a brand-new ERP system for UDK is under development. But that’s a story for another case study.

Do you need to transform specific business processes?

Let’s discuss how we can compress hours of manual work into several clicks. Contact us:

Serhii

Head of Client Relations

Kateryna

Head of Client Relations