MCert: faster certification administration, from quotation to billing

MCert’s quotation and contract preparation time decreased from 45 minutes to 5 minutes. The team can track client interactions and manages certification administration across multiple languages. Billing reminders and payment monitoring make financial follow-up more consistent.

We reached this point through roughly a year of working closely with the managing director, auditors and back-office team. Regular on-site work and online sessions gave us the context to build a system around the way the organisation actually operates.

Different standards, connected administration

MCert is a Hungarian certification body serving domestic and international clients. Its work spans management systems in areas including quality, environmental management, food safety, information security and artificial intelligence. The system’s standards register includes ISO 9001, ISO 14001, ISO 22000, ISO/IEC 27001 and ISO/IEC 42001, alongside other management system standards.

That breadth matters when designing the administration. Clients, standards, contracts, auditors and certificates need to be connected, while the team needs enough flexibility to handle different assignments and languages.

Our starting point was the existing operation: how a quotation becomes a contract, how certification documents are produced, who needs access to which information, and what happens when it is time to invoice. We worked through these steps with the people responsible for them, then brought them into a custom system built on Microsoft infrastructure.

From quotation to certificate and invoice

The solution covers quotation preparation, contracting, certificate production and management, client and subcontractor records, CRM activities, automatic commission calculations and billing.

Connecting these processes gives the team a shared view of the client relationship. Commercial administration, certification records and financial follow-up can be managed as parts of the same operation. Client interactions are traceable, and multilingual administration supports work with an international clientele.

Quotation and contract preparation now takes 5 minutes instead of 45 minutes, leaving the team with more time for the work that needs their attention.

Keeping the client relationship visible

In certification, the administration continues well beyond the initial sale. The team needs to know what was agreed with the client, which documents belong to the engagement and what has already been discussed. Those details matter when responsibility passes between commercial staff, auditors and the back office.

Bringing CRM activities into the same operational environment makes that context easier to follow. A colleague can look back at recorded interactions rather than reconstruct the relationship from memory. This is particularly useful when several people contribute to the same client engagement.

Subcontractor management and automatic commission calculations are part of this picture too. They bring another recurring administrative task into the system, alongside the work and relationships it supports. The aim is to give the team a consistent way to manage the full engagement, including the administrative steps that continue after the main certification work.

Following through on billing

The billing module adds automatic warnings and payment monitoring. This gives the team a more consistent way to follow up on outstanding items and see where action is needed.

MCert estimates that automated billing reminders and payment tracking generate approximately €82,000 in additional revenue each year. This is the client’s estimate, not a measured result or JP Digital’s project estimate.

Alongside the operational system, our work with MCert has also supported wider use of AI across the organisation. The combination matters: improving the underlying processes gives people a more useful foundation for adopting new tools.

Built through ongoing collaboration

A certification system needs to make sense to the auditor, the administrator and the managing director. Each sees a different part of the process, and all three perspectives shaped this work.

Our involvement has therefore extended beyond building individual features. We have stayed close to the team, refined the workflows with them and connected the areas where administration used to take too much time.

For a certification body considering a similar change, a useful starting point is to follow one client from quotation through certification to payment. That is where the gaps between processes become visible, and where a connected system can make a practical difference.

To discuss your certification workflows, get in touch with JP Digital.

Results at a glance

Approximately €82,000 in additional annual revenue — MCert’s estimate of the impact of automated billing reminders and payment tracking, not a measured result.

The euro amount is rounded from €82,354, calculated using the ECB reference rate of 364.28 HUF per EUR on 18 September 2026. The underlying annual revenue figure is an approximate project estimate.