Founded in 2000, Protinus IT specializes in managed sourcing, helping organizations find, manage, and deliver the right IT solutions.
“We act as a single point of contact between our customers and a large partner network. This means we manage contracts, deliveries, and services, so our clients aren’t tied to a single vendor.” explains Maria Kurbatova, Salesforce Platform Manager at Protinus IT.
Last month, our team visited Protinus IT at their headquarters in Houten, the Netherlands, to capture their experience with PDF Butler in their own work environment. You can watch the full video below.
Salesforce at the Core
Maria is responsible for all things Salesforce at Protinus IT. From process automation to integrations across different clouds.
“It’s a 360° management role… implementations, integrations, automations, and everything that touches Salesforce goes through my team.”
Salesforce plays a critical role in centralizing Protinus’ operations, and with growth came the need to streamline how documents, especially quotations, were created and managed.
The Challenge
Before adopting PDF Butler, Protinus IT’s sales teams struggled with fragmented and inconsistent document templates.
“We had one general template, but each customer had specific contractual requirements,” Maria explains. “Over time, sales colleagues started creating add-ons to that base template. We ended up with more than ten versions… some outdated, some inconsistent. There was no single source of truth.”
This led to inefficiencies, manual adjustments, and challenges in maintaining brand consistency.
Maria realized the process needed to be standardized and automated:
“I knew we needed something we could manage properly — one place, one template — and that’s when PDF Butler came to mind.”
Why PDF Butler
Maria first discovered PDF Butler years ago while working for a Salesforce consultancy, where she attended a demo by Igor Stuyver, founder of PDF Butler.
“It caught my attention right away. A native, self-service solution inside Salesforce that could automate document generation with flexibility. I saw it again at another event, and later when I joined Protinus, the name kept popping up.”
When the quotation process became unmanageable, Maria decided to reach out for a demo.
“We invited Andres from PDF Butler for a demo, and that’s where our collaboration began.”
Implementation Process
The implementation was carefully planned and executed step-by-step.
“We started from scratch,” Maria says. “We formed a small project team and visited every sales department to understand their needs, what should be on every quotation and what is specific to certain customers.”
By collecting input from across teams, they designed a single standardized template that dynamically adapts to each client’s requirements.
Maria emphasizes the importance of taking implementation seriously:
“It’s not a plug-and-play situation. You need to treat it as a mini project — gather the right people, get input from colleagues, involve marketing for branding consistency, and take it step by step.”
Working closely with the PDF Butler team, Protinus built logic within Salesforce to automatically display the right content based on customer data, eliminating manual template selection.
Results & Benefits
PDF Butler became Protinus IT’s main tool for quotation generation and is also used to create packing slips and manage e-signatures.
“The biggest advantage for us is flexibility,” says Maria. “We manage everything from one place, one template. It’s easy to update, and we have full control of what the end result looks like.”
Time savings and efficiency have been the most visible improvements:
“Sales colleagues no longer waste time looking for the right template. Everything runs in the background —the right content appears automatically. It saves a lot of time and avoids human error.”
They’ve also implemented multi-currency and multi-language support:
“We recently added multi-currency to our quotations. It took less than a week to roll out company-wide. It’s fast, flexible, and reactive.”
Maria highlights the strong collaboration and responsiveness of the PDF Butler team:
“Every time we needed a quick adjustment or had a question, the support team responded immediately and handled everything with care. That really impressed me.”
Looking Ahead
With quotation and signature automation now in place, Protinus IT plans to expand their use of PDF Butler.
“Our collaboration has been great so far. We’ve made strong progress with quotations and packing slips, and we’re looking forward to discovering what other processes we can streamline next.”
