Real projects. Real results.

The customer

The customer is a mid-sized company with several sites in southern Germany. Its staff are mainly office administrators and technicians working mobile across different locations. PROXYTEC has supported this customer for more than 25 years.

Starting situation

The customer wanted a comprehensive full-service IT partner and managed service provider that not only delivers classic IT services but also acts in an advisory and coordinating role – for example when liaising with other service providers (electricians, media agencies, Telekom, Vodafone, etc.).

The entire IT and telephony infrastructure was to be supported and managed. Continuous updating and assurance of the availability and security of all systems was required. The systems were to be regularly optimised and adjusted for efficiency and cost.

Requirements

The requirements cover the following areas:

• Mail server
• Network and Wi-Fi
• IT security in general (firewall, virus scanner, network segmentation, etc.)
• IP security cameras and surveillance systems
• Mobile Devices (Mobile Device Management)
• Backup and archiving
• Patch management and monitoring (managed services)
• Server
• Software systems (DATEV, SFIRM, time recording)
• Web servers and websites
• Document management

Continuous support of the head office, the satellite sites and the mobile technicians had to be assured.

PROXYTEC’s solution and services

As the customer has been supported by us for around 25 years, the IT environment has developed continuously over the years.

Mail server

Starting with a Tobit David mail server that initially handled only faxes and then remained in service for almost 20 years, this was replaced by Microsoft 365 in 2024. In the words of the managing director, the migration went „really well! Ran perfectly. Many thanks and a big compliment to you all.“

Network and Wi-Fi

Originally the network consisted of a single segment – it was subsequently divided into dedicated VLANs through network segmentation (servers, DMZ, clients, telephony, backup, cameras, alarm system, Wi-Fi, guest Wi-Fi, management devices) and secured behind a firewall. The network has 10-gigabit links between the switches. The Wi-Fi access points are designed with 2.5-gigabit uplinks and ultra-range antennas. All network devices: centrally manageable, monitored 24/7, central firmware updates included. The satellite sites are connected to head office via VPN; staff access it on the move via MUVPN or Parallels.

IT security

A powerful hardware firewall with various security mechanisms is in use. For security reasons we do not go into detail about the measures deployed. In addition, a behaviour-based virus scanner is installed on every end device.

IP security cameras & surveillance

The main and satellite sites are covered by video surveillance. We use cameras and recorders from TP-Link VIGI – reliable, cost-effective and regularly supplied with feature updates. An AI-based extension (recognition of personal characteristics, vehicle colours, etc.) is planned.

Mobile Devices (MDM)

The largely mobile technicians are equipped with notebooks and smartphones. All devices are connected through a mobile device management system, configured uniformly via policies and can be located and reset to factory settings if lost.

Backup and archiving

A data backup of the servers is created daily and checked for integrity at regular intervals. Every mailbox has audit-proof archiving. The management’s notebooks are additionally backed up in the cloud.

Patch management & monitoring (managed services)

Every server, PC and notebook is equipped with 24/7 monitoring. Operating system and third-party updates are installed on notebooks and PCs twice weekly; servers are updated weekly. The managed service also covers firmware and driver updates on all devices as well as regular backup checks.

Server

The server hardware is individually matched to requirements and performance needs. A single Windows server system grew into a VMware environment with around 15 VMs – at the end of 2025 the system was migrated to Proxmox for cost reasons (a weekend migration). For security reasons we provide no further details of the configuration.

Software systems (DATEV, SFIRM, time recording)

Complex software systems are also fully supported and updated at the customer’s site.

Web servers and websites

Various domains and web servers are fully supported at the customer’s site.

Document management

As the company processes many incoming and outgoing documents, a document management system was introduced and document processing automated. The system recognises documents automatically, archives them and processes them further.

Conclusion

This customer is a prime example of a long-standing, trusting and extremely satisfied partnership. With extensive, demanding requirements and a highly complex yet exemplarily structured system environment, it demonstrates impressively how well our managed services support, relieve and future-proof those requirements in full.

About the customer

A cake factory with a site area of 53,821 m².

Starting situation

The customer wanted to replace its phone system and continue using DECT for mobile devices. DECT bases and handsets from the manufacturer Snom were to be used for the planned system. The entire site of 53,821 m², consisting of five halls with different floor levels plus outdoor areas, was to be newly surveyed.

Requirements

The entire area across several floors as well as the outdoor area was to be newly surveyed without any gaps (no dead spots) in order to determine the number of DECT bases required and their optimum placement. The survey had to take place during operating hours.

PROXYTEC’s solution and services

A professional DECT survey of the entire site was carried out during operating hours using suitable measuring equipment. Our technicians wore the hygienic protective clothing and footwear prescribed by the client. The DECT bases were marked on the building plans. In addition, photographs of the exact placement locations were produced together with detailed mounting instructions. It was ensured that the DECT signal is sufficiently strong and stable not only across buildings but also across floors. A total of 46 DECT bases were determined to be required.

About the customer

An automotive industry supplier with a site area of 26,047 m². Previous phone system: Siemens HiPath 4000 with analogue phones, DECT bases and handsets.

Starting situation

The customer wanted to replace its phone system and move to a 3CX system. The main reason given for the change was the significantly lower operating costs compared with the Siemens system. DECT bases and handsets from the manufacturer Snom were to be used for the planned system. The entire site of 26,047 m², comprising a reception area, canteen, two-storey office block and a large production hall with adjoining offices and changing rooms, was to be newly surveyed.

Requirements

• The entire area across several floors as well as the outdoor area was to be newly surveyed without any gaps (no dead spots) in order to determine the requirement for DECT bases and their optimum placement.
• DECT bases, handsets and IP phones were to come from the manufacturer Snom.
• Analogue devices such as lift emergency calls, turnstiles, fax machines and modems for determining device status and fill levels were to be connected.
• The 3CX system was to be installed and configured on the customer’s premises.
• The existing ISDN lines were to be retained for the time being and connected to the 3CX system via digital-to-analogue converters.
• The DECT survey had to take place during operating hours.

PROXYTEC’s solution and services

A professional DECT survey of the entire site was carried out during operating hours using suitable measuring equipment. Our technicians wore the protective equipment prescribed by the client, in particular appropriate safety footwear.

The DECT bases were marked on the building plans. In addition, photographs of the exact placement locations were produced together with detailed mounting instructions. It was ensured that the DECT signal is sufficiently strong and stable not only across buildings but also across floors.

The DECT bases were installed by the customer’s own staff, who worked closely with us throughout the project. PROXYTEC handled the entire configuration. A total of 34 DECT bases were determined to be required.

A 3CX phone system was installed and configured to the customer’s specifications. All communication devices were connected, provisioned and tested.

3CX phone system – key facts

• 140 extensions in total
• Queues and business hours
• 20 IP phones
• 120 Handsets
• 14 analogue devices connected via Beronet gateways
• Connection of the ISDN line via a Beronet gateway

How the solution looks today

Since installation in 2017 the 3CX solution has remained successfully in operation – naturally with the current 3CX version and a successfully migrated connection from ISDN to SIP trunk.

About the customer

The customer is a mid-sized industrial company with 60 employees, comprising two production sites located in the same town. The company buildings are around 1 km apart. The customer works primarily with CAD applications.

Starting situation

In 2022 the company approached PROXYTEC with a request to inspect and analyse its IT infrastructure. The customer complained in particular about slow network connections. Copying data sometimes took a considerable time. As the work involves design data, a single CAD file can be several gigabytes in size.

Requirements

The network infrastructure was to be stable and high-performing.

PROXYTEC’s solution and services

The situation was analysed on site. This revealed shortcomings both in the network infrastructure and in the customer’s process workflows.

Network infrastructure

The network cabling had been poorly planned and poorly implemented by the previous service providers. The buildings comprise offices and industrial halls arranged in a row, which lend themselves well to a cable-based infrastructure. However, there was no continuous network cabling. Only individual LAN cables ran to Wi-Fi access points in the industrial halls.

We first checked every existing LAN connection using a professional cable tester (Fluke LinkIQ). In some cases the cables were incorrectly terminated at the network sockets, so that only 100 Mbit/s of bandwidth was available. We also checked the access points and found that many installed devices were offline and running old firmware, and that some devices had been supplemented with Wi-Fi repeaters.

Given its building infrastructure, the customer was advised to focus primarily on connections via LAN cable rather than Wi-Fi, since data throughput over network cabling is considerably higher than over Wi-Fi.

We installed a distribution cabinet in every industrial section and connected the sections with fibre-optic cabling. The distribution cabinets are linked to each other at 10 gigabit. From the cabinets, CAT7 network cables run to the individual workstations, each with a 1 Gbit/s connection.

A Wi-Fi survey was carried out in every hall section and missing access points were added. Wi-Fi repeaters connected via mesh were removed entirely. The customer still wanted Wi-Fi, but primarily for connecting smartphones and VoIP telephony over Wi-Fi.

Performance to the server and the stability of the network within a production site were now assured.

Site-to-site connection

Staff at site A access the file server at site B via VPN and vice versa. The volume of data transferred is sometimes up to 2 GB. Analysis of the internet line at site A showed a bandwidth of 50 Mbit/s download and 20 Mbit/s upload. Site B has 1,000 Mbit/s download and 500 Mbit/s upload. We explained the situation to the customer, who decided to upgrade their contract to a synchronous fibre-optic line.

All installed network devices are centrally manageable, monitored 24/7 and include central firmware updates.

Conclusion

Today the customer has a stable, high-performing and documented network infrastructure. Our managed services monitor all components around the clock and keep them permanently up to date.

About the customer

The customer is a small mechanical engineering company with offices and a production hall. The workforce comprises around 10 people – including design engineers, CAD designers and mechanical engineers. PROXYTEC has supported the customer since 2019.

Starting situation

The company was taken on by PROXYTEC in 2019. The IT infrastructure consisted of an outdated Microsoft Small Business Server 2011, an ISDN phone system and a flat, unsegmented network without adequate Wi-Fi coverage.

Requirements

Full support of the following areas: mail server, network and Wi-Fi, virus scanner, backup, patch management and monitoring (managed services), servers and CAD software systems.

• Replacement of the outdated server with a modern solution running a current operating system and full backup
• Replacement of the mail server (migration to Microsoft 365)
• Behaviour-based virus scanner on every end device
• A high-performing, stable network with comprehensive Wi-Fi coverage in the hall and offices
• Migration of the phone system to VoIP
• Secure external access to the server

PROXYTEC’s solution and services

Since the handover in 2019 the IT environment has been continuously modernised and has been fully supported by us ever since.

Mail server

The customer opted for Microsoft 365. We set up a new tenant, created all mailboxes and migrated the e-mails from the old Exchange server without any gaps.

Network and Wi-Fi

The originally flat network was structured through segmentation into dedicated VLANs (servers, clients, telephony, backup, Wi-Fi, guest Wi-Fi, management devices) and secured behind a firewall. Managed switches control the data traffic. Two Wi-Fi access points with ultra-range antennas provide comprehensive coverage in the production hall and offices. All network devices: centrally manageable, monitored 24/7, central firmware updates included. Staff access the network on the move via MUVPN.

Virus scanner

A behaviour-based virus scanner is installed on every end device (PC, notebook).

Backup

A full data backup of the servers is created daily and checked at regular intervals for integrity and restorability.

Patch management & monitoring (managed services)

Every server, PC and notebook is equipped with 24/7 monitoring. Operating system and third-party updates are applied to notebooks and PCs twice weekly; servers are patched weekly. Firmware and driver updates and backup monitoring are also included.

Server

The outdated Microsoft Small Business Server 2011 was replaced by a new physical server. Microsoft Hyper-V serves as the virtualisation platform, with VMs for the domain controller, file server, phone system and application server. The customer opted for a 5-year care pack with next-business-day on-site replacement. The previous ISDN system was replaced by a VoIP phone system – including seamless number porting with no downtime.

Software systems (CAD)

Demanding CAD software is also fully supported, updated and optimised at the customer’s site.

Conclusion

Today the customer has a small, cost-effective yet highly stable and effective system environment. Our managed services monitor all components around the clock and keep them permanently up to date. Moving from a maintenance-intensive in-house Exchange server to Microsoft 365 has significantly reduced complexity and operating costs – while increasing security, availability and flexibility.

About the customer

A trade business (office & workshop) with 21 employees (6 administration, 15 trade). PROXYTEC has supported the customer since 2013 – more than 12 years of partnership.

Starting situation

In 2013 the company approached PROXYTEC looking for a reliable full-service IT partner and managed service provider. The entire IT infrastructure was to be supported, modernised and managed – with continuous updating, high availability, security and regular optimisation for efficiency and cost.

At the time of handover the infrastructure consisted of:

• One physical server running Windows Server (including Active Directory, file server, print server and Tobit David mail server plus trade-specific ERP software)
• No server backup
• Unmanaged switches
• PCs and notebooks without a virus scanner
• A Telekom router solution

Requirements

The requirements cover: mail server, network and Wi-Fi, virus scanner, backup, patch management and monitoring (managed services), servers and a trade-specific ERP system.

• Replacement of the entire server with a modern solution running a current operating system and full backup
• A stable, high-performing Wi-Fi network to be installed
• Behaviour-based virus scanner on every end device
• Competent, professional advice on all technical matters

PROXYTEC’s solution and services

At the start of the collaboration in 2013 the focus was initially on the Tobit David mail server, which had not been cleanly installed and configured. Further projects and the systematic support of the customer followed step by step.

Mail server

The Tobit David mail server environment was optimised, secured with a virus scanner and spam filter, and the permissions were corrected. Fax is no longer in use today; the former Bintec router was replaced by a modern firewall. Smartphones were connected via ActiveSync. Tobit David is still active – the customer’s preferred solution thanks to its flexible infrastructure and easy administration.

Network and Wi-Fi

The originally flat network was segmented into dedicated VLANs (servers, clients, telephony, backup, Wi-Fi, guest Wi-Fi, management devices) and secured behind a firewall. Managed switches control the data traffic. Four Wi-Fi access points with ultra-range antennas provide comprehensive coverage. All network devices: centrally manageable, monitored 24/7, central firmware updates included.

Virus scanner

A behaviour-based virus scanner is installed on every end device (PC, notebook).

Backup

A full data backup of the servers is created daily and checked at regular intervals for integrity and restorability.

Patch management & monitoring (managed services)

Servers, PCs and notebooks are equipped with 24/7 monitoring. Operating system and third-party updates are applied to clients twice weekly; servers are patched weekly. Firmware and driver updates and backup monitoring are also included.

Server

The server has been replaced with new hardware twice since 2013. Microsoft Hyper-V serves as the virtualisation platform – four VMs currently run on one physical machine. The customer has a 5-year care pack with next-business-day on-site replacement; faulty components are usually replaced by the next working day.

Software systems (trade-specific ERP system)

Sector-specific ERP software is fully supported, updated and optimised at the customer’s site.

Conclusion

Today the customer has a compact, cost-efficient yet very stable and capable IT environment tailored precisely to its requirements. Thanks to our managed services all components are monitored around the clock, kept continuously up to date and highly available. The regular, trusting dialogue with the customer enables proactive advice on process improvements and new technical possibilities – a successful long-term partnership of more than 12 years.

About the customer

The customer is an industrial company with offices and production halls. The workforce comprises around 25 people.

Starting situation

In 2020 the company approached PROXYTEC wanting to replace its existing phone system with a VoIP system. Since existing notebooks were also to be given a better Wi-Fi infrastructure, the company preferred mobile Wi-Fi handsets and smartphones over a DECT solution.

Requirements

The requirements cover the areas of network and Wi-Fi. Continuous support of the systems was to be assured.

PROXYTEC’s solution and services

• Wi-Fi survey of the buildings
• Installation of manageable, centrally administrable switches
• Installation of centrally administrable access points
• Network segmentation into VLANs
• Controlled packet filtering via firewall
• Provisioning of the end devices and connection to the phone system
• Documentation of the access points in the customer’s building plans
• Set-up of monitoring and logging

Conclusion

Today the customer has a stable, high-performing Wi-Fi environment for VoIP telephony and notebooks. Our managed services monitor all components around the clock and keep them permanently up to date.

About the customer

The customer is a small trade business. The workforce comprises around 40 people.

Starting situation

The company was already supported by PROXYTEC in the area of VoIP telephony (3CX). The customer has an ERP system holding all master data for its customers with complete contact information.

Requirements

The customer wanted its almost 25,000 contact records from the ERP system to be available in the central phone book of the phone system. The data was to be kept up to date daily.

PROXYTEC’s solution and services

Development of a solution that reconciles the data with the global phone book of the phone system every day. Almost 25,000 contact records are synchronised daily – fully automatically, reliably and without manual intervention.

The customer

A long-standing partner: an established IT systems house for which we have already successfully implemented processes and customisations in its ERP and ticket system.

Starting situation

The company works with the sector ERP system c-entron from NEXOWARE and its associated ticket system Service Board (or Service Board Next / Nexus).

Support enquiries mostly arrive by telephone – the technician then has to create a ticket manually. Incoming e-mails are already converted into tickets automatically. First-level support was therefore time-consuming and tied up valuable technician resources.

Requirements

• Significant relief for first-level support
• An AI agent should take incoming calls, record problems in a structured way and automatically create a ticket in Service Board
• Optional: the AI agent should resolve simple problems directly or supply qualified suggested solutions

PROXYTEC’s solution

As the customer was planning to replace its outdated Swyx phone system with a modern, future-proof solution anyway, we implemented the 3CX phone system including its integrated AI functionality.

Services delivered

• Complete installation and configuration of the 3CX phone system
• Set-up and fine-tuning of the AI voice agent
• Creation of extensive, company-specific knowledge sources
• Development of a custom interface for automatic ticket creation in Service Board (NEXOWARE)

Intelligent call routing

We designed a new, customer-friendly call routing that offers the caller three clear options right at the start:

• Connect directly to a human member of staff
• Speak to the AI – for immediate support and problem solving
• Have a ticket created automatically – the AI records the request and creates a qualified ticket in the system

All legal requirements (GDPR, disclosure obligations for the use of AI, etc.) were of course fully taken into account and implemented.

Result & conclusion

The customer now has a highly modern, flexible and cost-efficient AI telephony support solution.

Interestingly, NEXOWARE now offers its own AI solution with a comparable feature set. The customer nevertheless deliberately chose our variant: they get exactly the same functionality – but pay only the pure OpenAI usage costs. This saves them significantly compared with the manufacturer’s own AI solution while retaining full flexibility and control.