How EG Extensa scaled complex engineering projects with ProofHub

EG Extensa, a Poland-based engineering firm specializing in automated test and measurement systems, was finding it increasingly difficult to manage complex, custom-built projects. Frequent design changes, tight timelines, and the need for seamless cross-disciplinary coordination were pushing their workflows to the edge. By adopting ProofHub, EG Extensacentralized its operations, streamlined accountability, and built repeatable processes that scaled with their needs.

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About EG Extensa

EG Extensa is an engineering solutions provider headquartered in Poland. The company designs and builds high-precision automated test systems, vision inspection platforms, and custom software used in industrial quality control and research environments. Serving clients in automotive, telecommunications, HVAC, and electronics sectors, EG Extensa specializes in complex, one-off systems — often designed for pre-production prototypes or first-of-its-kind hardware. With a lean, multidisciplinary team of 11–50 engineers, the company delivers end to end project support from concept design through to final acceptance testing.

Challenges

EG Extensa primarily handles client-based custom projects that demand both high precision and fast turnarounds. Each project is a unique configuration of evolving requirements, uncertain specifications , and interdependent disciplines. Managing this level of complexity through spreadsheets, emails, and ad hoc meetings led to several recurring challenges:

Delayed project timelines due to poor visibility and coordination.
Resource overload or underutilization caused by unclear task ownership.
Difficulty adapting to changes, especially during multi-stakeholder, time-sensitive builds.

EG Extensa specializes in designing and building prototype test systems tailored to each client. Our low-volume, project-based model comes with unique challenges — tight timelines, shifting inputs, evolving specs, and the need to coordinate across disciplines. Add in supply chain unpredictability and diverse industrial protocols, and you’ve got an environment where agility is everything. Before ProofHub, coordinating all of that through spreadsheets, emails, and meetings made it difficult to stay aligned or move fast.
— Filip Hałon, Vice President of the Board EG EXTENSA

Why EG Extensa chose ProofHub

EG Extensa needed a centralized project management platform that could handle the speed, scope, and adaptability of their engineering projects without adding complexity. Their decision to switch to ProofHub was based on the three key needs:

All-in-one task management and collaboration
Better tracking of progress, deadlines, and ownership
A scalable platform that grows with the team without increasing operational overhead

The biggest shift in our workflows came during a breakthrough project: delivering over a dozen complex test machines for a client in Mexico. Nearly 90% of our engineering team was involved. Without ProofHub, it would’ve been nearly impossible to manage the constant changes and coordination across time zones. It helped us define task ownership, track dependencies, and build internal processes we still use today.
— Filip Hałon, Vice President of the Board EG EXTENSA

EG Extensa’s transformation with ProofHub

With ProofHub’s unified project management and collaboration platform, EG Extensa has significantly improved operational efficiency, saving both time and resources. Below are some of the key changes the team has experienced:

Before using ProofHub

With ProofHub

Inconsistent coordination methods

Centralized project workflow

Teams used spreadsheets, emails, and informal updates for project tracking and communication.

Centralized project workflow

All task management, updates, and reporting now happen handled within a single unified platform.

Unclear task ownership

Defined roles and ownership

Manual coordination made it difficult to track responsibilities across multi-team projects.

Defined roles and ownership

Tasks are clearly assigned and tracked, improving accountability and visibility.

Delayed reactions to change

Agile project adaptation

Managing evolving client requirements was slow and often misaligned.

Agile project adaptation

Teams can now quickly respond to changes and dependencies, even across time zones.

Overloaded or underutilized resources

Smarter resource allocation

Project load balancing was difficult to manage with inconsistent tracking.

Smarter resource allocation

Better workload visibility enables balanced planning across projects.

High project risk under pressure

Standardized engineering workflows

Managing large, high-stakes projects was chaotic and error-prone.

Standardized engineering workflows

Repeatable internal processes help maintain performance under pressure.

Low visibility during complex delivery

Improved project transparency

Large-scale, cross-disciplinary efforts lacked real-time project clarity.

Improved project transparency

Stakeholders have consistent progress trackingvisibility into progress, dependencies, and next steps across the project lifecycle.

Communication bottlenecks

Streamlined internal communication

Project discussions relied heavily on ad hoc meetings, slowing updates.

Streamlined internal communication

Discussions and documentation now flow within project contexts.

Manual status tracking

Automated data-driven reporting

Project status was difficult to report and evaluate across concurrent efforts.

Automated data-driven reporting

Time logs and reports support planning, evaluation, and documentation across projects.

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After switching to ProofHub, we saved an estimated 6–8 hours per project per week that were previously lost to manual coordination and tracking via spreadsheets and emails. With 5–8 projects running concurrently and an average rate of €100/hour, this translates to monthly savings of approximately €1,500–€2,500. Beyond cost, ProofHub has improved team alignment, task visibility, and on-time delivery — all of which directly enhance client satisfaction.
— Filip Hałon, Vice President of the Board EG EXTENSA

Key metrics comparison

Since implementing ProofHub, EG Extensa has seen measurable gains in productivity, efficiency, and team alignment:

Before using ProofHub

Manual coordination led to inefficiencies

Frequent project delays due to fragmented planning

Task updates managed via spreadsheets and emails

Frequent sync meetings to align across disciplines and time zones

Multiple tools adding to unnecessary costs

After using ProofHub

25% increase in team productivity with clear task ownership and tracking

Up to 75% improvement in on-time project delivery

11–15 hours saved per week through centralized task boards

1–2 fewer meetings per week due to real-time visibility and centralized updates

€1,500–€2,500 saved monthly with ProofHub’s all-in-one platform

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We would definitely recommend ProofHub to any organization managing complex, project-based engineering work. ProofHub helped us ensure clarity, accountability, and agility without the overhead of overly complicated tools.

For us, the ability to adapt quickly to changing requirements, keep everyone aligned, and deliver on time made a tangible difference — particularly during international projects involving most of our engineering resources. It’s a tool that scaled with us when we needed it most.
— Filip Hałon, Vice President of the Board EG EXTENSA

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