All site communication in one place

Project Overview

Who is Renozen?

Renozen is a Belgian renovation company based in Antwerp. They handle full bathroom renovations and the prep work for kitchens, taking care of everything for the homeowner from start to finish. That means constantly switching between the client, their own site managers, the planning, and subcontractors.

Every site came with its own mix of communication: WhatsApp, email, phone calls, a separate planning tool, and SharePoint. After their first two A.I. projects, Renozen wanted to tackle that fragmentation.

The challenge

Information lived in too many places. Multiple versions of the same plan were floating around. Important messages got buried under irrelevant ones. Employees were constantly distracted.

"How do we bring all the information and communication for each site into one place, so everyone only sees what's relevant to them?"

Project Delivery

The approach

We ran a Business Value workshop around site follow-up. First, we pinned down the goal: calm, focus, and efficiency in the day-to-day running of sites. We linked that to four measurable KPIs that all needed to go down: the number of communication interactions per site, the time people lost searching for and following up on information, the number of unclear or unanswered actions, and the mental load on employees.

Next, we wrote out user stories per role: planner, site manager, and subcontractor. We prioritized them into must-have, should-have, could-have, and won't-have. That made the scope clear right away.

We then built it in ten one-week sprints, from early February to mid-April 2026, with a demo and feedback from the Renozen team every week. The project team consisted of an A.I. lead developer and an A.I. product engineer from Flowkify, with Renozen's managing director as product owner and users from planning, sales, and site management.

What we built: ZenFlow

ZenFlow is a web app that brings everything together per site. Its features are organized by role.

For the planner

1. A project is created automatically as soon as a quote is approved in Teamleader, so nothing needs to be entered twice.
2. Documents for each site come from SharePoint and stay there.
3. The planner selects the subcontractors for each site and assigns a site manager.
4. Create tasks with an owner and a deadline, or all at once using a task template for a standard site.

For the site manager

1. All site info on one page: client, planning, documents, tasks, messages, and photos.
2. Always access documents in their latest version, even on site.
3. Add photos during a site visit. They sync automatically with SharePoint and vice versa, so both sides always match.
4. Send messages, with attachments or voice notes, and dictate notes using speech-to-text.

For the subcontractor

1. Only see their own sites.
2. All info for that site in one place, with documents read-only and always up to date.
3. Report problems or conflicts. These go straight to the site manager as an urgent notification.

System and notifications

1. Access rights per site, so everyone only sees what's meant for them.
2. Email notifications for a new task, a new message, or an approaching deadline.
3. Every morning at 8am, an email with the tasks due within 48 hours.
4. Sign in with a Microsoft account, styled in Renozen's own branding, and usable on laptop, iPad, and phone.

The emails are a deliberate choice. Not every worker and subcontractor works fully digitally, so email stays as the backup nudge. The difference is that everything now starts from one system instead of four.

Tools used

ZenFlow runs on the Microsoft cloud, with SharePoint as the document source, Teamleader as the source for projects, and an automation platform for the connections. We worked low-code wherever we could, so the solution went live faster and stays easy to maintain.

Results

ZenFlow went live in April 2026, a sprint ahead of schedule and within budget. The iPads were handed out in early April, after which a first group of around five users from site management and sales started using the app daily. The launch went smoothly, with no major bugs.

In the weeks after, we ran hypercare: we kept monitoring usage and processed feedback from real users. Subcontractors were added in a second phase, after a test round with dummy accounts so real partners wouldn't get unwanted emails.

Renozen now has one place for site information instead of WhatsApp, email, and scattered folders. Two things are next on the roadmap: having A.I. automatically read documents and invoices for budget tracking per site, and digital sketches on the iPad instead of a notepad.

Flowkify continues to support Renozen as its A.I. partner, focused on scalable solutions and maximum impact.

Want to know how you could centralize communication around your own sites or projects? Get in touch with Flowkify for a tailored A.I. scan.