Customer
ZiboCare
Industry
Health and care
Year
2026
Services
Microsoft 365
ZiboCare
ZiboCare has modernized their ERP platform with Microsoft Dynamics 365 Business Central Online in collaboration with KOLLAB to create a scalable and compliant foundation in a complex healthcare market with high requirements for documentation and operations. As part of Asker Healthcare Group, ZiboCare operates in a market characterized by public supply and changing demand, which places demands on efficient operations and a strong data base.
The transition to Business Central Online was driven, among other things, by the need for better compliance in relation to the Accounting Act, higher performance in daily workflows and a cloud-based platform that can support both group reporting and future growth. Today, the company has achieved a better overview of data and processes, reduced manual workflows and strengthened their data-driven decision-making power.
Challenge: An older and highly adapted NAV solution with unstructured data and a lack of transparency created inefficient operation, increased risk and challenges with compliance and group reporting.
When the system is no longer connected
At ZiboCare, the challenge was no longer an isolated IT problem, but something that directly affected the business's ability to work efficiently and develop.
The existing NAV 2018 solution had been expanded over time with special adaptations and additions, which had created an opaque structure and an accumulation of unstructured data. It was difficult to discern how the system was built and changes were associated with risk.
At the same time, the organization relied heavily on few specialized resources, which made both operations and further development vulnerable. The lack of transparency also made it difficult to document processes and ensure a uniform data base across the organization, which increased both the operational risk and the complexity of reporting to the group.
As Anders Michelsen, Customer Experience Manager at ZiboCare, describes it:
“It felt like an unstable house that had been rebuilt many times, where the foundation was not fully known, and where even small changes could be risky. This meant in practice that we became reluctant to develop and change the system because we did not know what it would affect, and thus we also lost some of the control over our own processes and data.”
At the same time, the requirements for documentation, bookkeeping law and group reporting grew, which made it clear that the existing setup could no longer support the business's needs.
A strategic showdown with complexity
Working with KOLLAB, ZiboCare chose to rethink their ERP foundation rather than simply upgrade the existing one.
The initial preliminary analysis was a decisive turning point. Over two intensive days, the entire system landscape was reviewed, and clarity was created about what was standard, what was specially developed and what actually created value. Pre-analysed it made it possible to distinguish clearly between standard functionality and special development and thus make conscious choices about what should be continued and what could be eliminated to reduce complexity and technical debt:
“The pre-analysis gave us a completely different overview of our own business, and many of the things we thought were necessary actually turned out not to be. We found that the standard functionality could actually cover our needs better and more robustly than the special solutions we had built up over time,” he explains further.
The process also involved a clean-up of both data and workflows as well as the involvement of relevant employees, so that the solution was anchored in the way the business works in practice.
The result was an ERP setup that is far more transparent, easier to maintain and better equipped for future development. At the same time, the project's estimates were adhered to, creating a high degree of confidence in both the process and the collaboration.
Measurable efficiency in daily operations
The implementation of Business Central Online has quickly created concrete improvements in everyday life.
Already early on, ZiboCare experienced a significant improvement in speed and ease of use, which makes it easier to navigate the system and work efficiently with data. At the same time, the integration to Excel has made it possible to work flexibly with data without creating new manual intermediaries.
A clear example is the invoicing of hospital customers. Previously, the process was based on manual records from drivers on paper, followed by typing in Excel. It was a time-consuming process every month and associated with the risk of errors and misunderstandings.
With the new solution, and the upcoming automation via RFID, data is registered directly at the source and can be used immediately. It has significantly reduced time consumption and at the same time significantly improved both data quality and documentation – Anders Michelsen elaborates:
“Garbage in, garbage out’, it has become very clear to us how important the data base is. We can see how big a difference it makes when data is recorded correctly from the start instead of having to go through several manual links.”
At the same time, ZiboCare has obtained a unified data source where information is available in one place. This means that the company today works from a “single source of truth”, where data is consistent, documentable and available across the organization. It reduces errors, minimizes stops in processes and strengthens the decision-making basis.
Collaboration with a focus on business value
For ZiboCare, the collaboration with KOLLAB has been decisive for the project's success. The structured approach, the realistic estimates and the close dialogue have created security throughout the process. At the same time, KOLLAB's insight into the group and experience from similar companies has made it possible to reuse best practice and navigate effectively in complex requirements for structure and reporting.
“It has been crucial that there was a real understanding of our business, not just the system. This meant that we could make the right decisions along the way and not just continue old solutions into a new setup.”
With KOLLAB as the overall supplier, ZiboCare has also gained one entry point for both support and operation. It has reduced the complexity of their IT setup, eliminated challenges with responsibility placement between suppliers and created a more coherent operation.
Foundation for future growth
Today, ZiboCare stands with a modern, cloud-based ERP platform that supports both operation and development. The platform ensures continuous updates, better performance and a flexible architecture that makes it possible to continue working with automation, integrations and growth. At the same time, the solution supports the company's ambition to strengthen exports and create a more stable revenue base.
ZiboCare sees great potential in the new platform, including further automation of processes, integration with other systems and a more scalable IT support for the business.
As Anders Michelsen concludes: “It's like going from a fragile house to a new house with a solid foundation where you know how it's built. It also means we now have a platform we can build on without worrying about what it affects.”
