Less Admin.
More Engineering.
How Ingenieurbüro Hölzl GmbH digitised its entire project lifecycle for managing government energy subsidies. 55,000+ lines of custom code. 90 live automations. One unified system.
Project Pipeline Overview
Wednesday, Apr 9, 2026
Active Projects
64
+8Proposals Sent
12
+3Subsidy Filed
23
+5Pending Review
7
flaggedMonthly Project Completions
Automations
LIVEPipeline Status
LIVEProjects by Type
The Project Pipeline Engine.
Every project follows a structured lifecycle from initial meeting through to government subsidy completion. We built the automation layer that moves projects through 21 stages, sending the right emails, generating the right documents, and notifying the right people at every step.
Project Lifecycle
21 stages, fully automatedAutomated client emails
Proposal, order confirmation, subsidy approval, invoice, and end-of-project emails sent automatically with the right attachments and templates.
Automated PDF signing
Power of attorney and declaration documents are pre-filled from project data and digitally signed without manual intervention.
Expiry + follow-up tracking
Proposals that expire are automatically flagged and archived. Completed projects can spawn follow-up projects with inherited data.
Every Document, In Its Place.
Over 20 dedicated Make scenarios manage the full document lifecycle on NextCloud. Folders are created, moved, and archived automatically as projects progress. Every file lands in the right subfolder with the right name.
Auto-Created Folders
Per-type folder structures generated on project creation.
Auto-Moving by Stage
Folders relocate between directories as projects progress.
Client Uploads
External submissions auto-sorted into the right subfolder.
Follow-Up Copying
Spawned projects inherit all files from the original.
Custom-Built Interfaces.
React/TypeScript extensions built directly into Airtable, giving the team tailored views and editing tools that go far beyond what default interfaces offer. 11,000+ lines of frontend code.
Projects Summary
Real-time pipeline view of all 64 active projects across three government subsidy programs. Kanban columns match each project's approval stage, with drag-and-drop to advance status.
PRJ-2891
EBWMusterstr. 12, Berlin
PRJ-2894
BEGHauptweg 5, Munich
PRJ-2847
EBGartenstr. 8, Stuttgart
PRJ-2853
EBWRingweg 22, Hamburg
PRJ-2812
EBWBirkenstr. 3, Cologne
PRJ-2798
BEGWaldstr. 14, Frankfurt
Email Template Configuration
Each project status has a matching email template with dynamic placeholders that auto-fill from project data. Staff select a status, and the email writes itself.
Subject
Body
Sehr geehrte/r {{client_salutation}},
anbei erhalten Sie unser Angebot fur {{project_type}} Massnahmen...
Forderfahig bis: {{subsidy_amount}}
Attachments
Auto-Tasks Manager
Configurable task templates that auto-generate when a project changes status. Defines who does what, when it's due, and who gets notified.
Title (DE)
Title (EN)
Description
Trigger
Assignee
Due Offset
Accounting, Fully Synced.
A custom sync service connects Lexware (the German accounting standard) with Airtable in real time. Customers, quotations, invoices, suppliers, and payroll all flow into a single financial dashboard built as an Airtable extension.
Lexware Two-Way Sync
Customers, invoices, quotations, order confirmations, suppliers, and payroll sync continuously between Lexware and Airtable.
Invoice PDF Vouchers
PDFs are uploaded via Cloudinary and attached to Airtable records. Revenue reporting stays accurate without manual entry.
Job Queue with Dependencies
Sync jobs run in dependency order with reconciliation, conflict handling, and a full audit trail.
Revenue by Project Type
Automatic breakdown by subsidy program. Year-over-year comparisons, profit margins, and pipeline forecasts update in real time.
Active Quotes
€84,200
3 expiringPipeline
€127,500
14 projectsReceivables
€31,840
2 overduePayables
€12,680
6 invoicesRevenue & Expenses
By Project Type
Projects Funnel
The Backend That Runs It All.
A custom Python/FastAPI service that ties every system together. It handles document generation, file management, email processing, automated task workflows, notifications, and data protection, all through a single, secure API.
21K+
Lines of Python
12
Modules
6
Integrations
100%
Idempotent
Active Modules
1,247
documents signed
3,891
tasks processed
2,156
emails parsed
6,420
Teams alerts sent
8,340
file operations
365
daily backups run
482
contacts synced
934
links created
Recent Activity
PDF Signed Vollmacht PRJ-2847
Uploaded to NextCloud/Projects/2847/
Task Created "Send BEG confirmation"
Auto-triggered by status: Bewilligt
Email Synced from mueller@example.de
Matched to PRJ-2831, contact linked
Teams Alert Project status: Abgeschlossen
Sent to #projekte channel
Requests This Week
Top Endpoints
Document Generation + Signing
Project data pulled from Airtable
Vollmacht/POA/declaration PDF pre-filled
Digital signature applied
Uploaded to NextCloud project folder
Task Lifecycle Engine
Project status changes in Airtable
Template-driven tasks auto-created
Eligible tasks auto-completed on conditions
Teams notification sent to assigned staff
Email Sync + Project Linking
Inbound email received via Mailhook
Parsed, de-duplicated, forwarding detected
Auto-matched to project + contact
Stored in Airtable with attachments
Backup + GDPR Compliance
Daily automated Airtable backup to NextCloud
Schema auto-discovered, all tables exported
Old backups cleaned with retention policy
GDPR deletion clears sensitive data on archive
Connected to Everything.
The platform ties together every tool the team uses. No more switching between apps. No more manual data entry across systems.
55K
Lines of Code
Across 3 codebases
90
Make Automations
Orchestrating the full lifecycle
44
Custom Fillout Forms
Data entry + client facing
23
Airtable Tables
Interconnected data model
100+
Projects Completed
And counting
Lexware
Accounting
NextCloud
Documents
Microsoft Teams
Notifications
Fillout
44 Forms
Fritz!Box
Phone Sync
Zeeg
Scheduling
We Build Things
That Get Used.
Costanera is a boutique software studio that builds custom automation and software for businesses across all industries. One team, no fluff, shipped fast. This engineering consultancy has been a client since May 2025, with over 150 features delivered and counting.
Tech stack
Next step
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