Client: HV’ART
Industry: High-End Decorative Art
Location: London, UK (Global Projects)
Founded: 1988
Website: hvart.co.uk
Core Apps: WorkGuru | Xero
Founded by decorative artist Henry Van De Vijver, HV’ART is a specialist studio producing high-end finishes for luxury interior spaces. Based in London and established in 1988, the business has earned an international reputation. They have completed projects for royalty, global brands, and A-list clients. Every project is unique, involving skilled craftsmanship, mobile teams, and precise coordination. Yet until recently, the company relied entirely on spreadsheets and paper-based processes.
The Challenge
When Henry first reached out to Hyphen Digital, the operational challenges were clear. Project estimates were created in Excel, but there was no visibility for the wider team. Timesheets were still being completed on paper, often taking over a week to collect from staff working across London and internationally. Data didn’t flow in real time; it only became visible when Henry manually updated a spreadsheet. This often meant decisions were made based on outdated information.
Perhaps most critically, there was no way to track job profitability or progress while projects were underway. Henry had no accurate WIP reporting and was left to estimate margins by feel rather than data. For a business delivering complex, high-value work, the lack of transparency created risk; not just operationally, but commercially.
“We were running the business on spreadsheets and panic. We desperately needed a way to better track the hours and profitability of a job, so the team had something to aim for.” – Henry Van De Vijver, Founder, HV’ART
The Approach
We began with a thorough scoping session to understand HV’ART’s workflow, team structure, and reporting needs. It was clear that a cloud-based solution was required. This solution needed to improve collaboration, provide real-time reporting, and serve as a single source of truth across the business. After reviewing several platforms, we recommended WorkGuru as the best fit.
The platform offered the in-depth WIP reporting Henry needed, a mobile app for remote staff to log timesheets on the go, and the flexibility to import existing estimates and job templates from Excel. Importantly, WorkGuru allowed HV’ART to retain its familiar workflows. They also gained far greater control and visibility.
Implementation
We delivered a complete implementation within four weeks. The WorkGuru platform was configured to reflect HV’ART’s quoting and delivery processes, with a focus on ease of use for both office staff and remote workers. We imported historical data to allow benchmarking and reporting from day one. We also provided training sessions tailored to the needs of the business. This ensured that adoption was smooth across the team.
Following the success of the WorkGuru rollout, HV’ART also migrated to Xero. This completed the transition to a modern, cloud-based finance and operations stack.
The Results
The impact of the new system was immediate. The team can now track estimated versus actual hours in real time. This gives project managers live visibility into job progress and profitability. Timesheets, once a weekly headache, are now submitted daily via the WorkGuru mobile app. This saves significant admin time and reduces errors.
Henry no longer needs to second-guess margins. He can view detailed WIP and performance reports at any point in the project lifecycle. This has not only improved financial oversight but also decision-making and team accountability.
The Hyphen Difference
At Hyphen Digital, we don’t just recommend software; we solve operational headaches. Our approach with HV’ART focused on understanding how the business worked day to day. Then, we implemented a system that made those processes faster, more visible, and less reliant on one person’s time or memory.
For creative businesses with high-value jobs and dispersed teams, clarity and control are everything. HV’ART’s shift from Excel to WorkGuru shows what’s possible when the right platform is paired with practical implementation.
Ready to Modernise Your Project Operations?
If you’re still relying on spreadsheets or paper to run your business, it might be time to see what else is possible. We help growing businesses like HV’ART find and implement the right tools to scale with confidence.
Read more about our Advisory, Implementation, Support, Training and Migration services, or book a free consultation
