Case Study Template

VORLUX AI | vorluxai.com

Instructions for Authors / Instrucciones para Autores

Purpose: Case studies are VORLUX AI’s most powerful sales tool. A well-written case study answers the question every prospect asks: “Can you prove you’ve done this before?”

Process:

Complete this template at project close (Phases 5–6)
Get written approval from the client for all figures and quotes
Agree on whether the client is named or anonymised
Send to VORLUX AI marketing for review and publication
File in the knowledge base with the project reference

Length: Published version: 600–1,200 words + metrics panel. Internal version: full template.

Approval required: Client must approve all figures, quotes, and descriptions before publication.

Caso de estudio — Instrucciones (ES): Complete esta plantilla al cerrar el proyecto. Requiere aprobación escrita del cliente para cifras, citas y descripciones antes de su publicación.

Case Study Header / Encabezado

Title: [COMPELLING HEADLINE — e.g., “How [CLIENT] Reduced Invoice Processing Time by 70% with AI”]

Subtitle: [1-sentence summary — e.g., “VORLUX AI deployed an automated document processing system in 14 weeks, freeing 2 FTEs for higher-value work.”]

Industry: [INDUSTRY] Company size: [SIZE] Location: [CITY, COUNTRY] Published: [DATE] VORLUX AI Project Reference: [CODE] Client approval status: [ ] Named | [ ] Anonymised | [ ] Pending approval

Section 1 — At a Glance / De Un Vistazo

This summary box appears at the top of the published case study. Fill it last, after writing the full story.


Client	[NAME or “A leading [INDUSTRY] company in [REGION]“]
Challenge	[1-sentence description]
Solution	[1-sentence description]
Timeline	[X weeks from start to go-live]
Results	[3 bullet-point metrics — the three most impressive numbers]

Key metrics:

[METRIC 1 — e.g., “70% reduction in processing time”]

[METRIC 2 — e.g., “EUR 84,000 annual cost saving”]

[METRIC 3 — e.g., “14-week deployment”]

Section 2 — Client Profile / Perfil del Cliente

Write 1–2 paragraphs. Describe who the client is, what they do, their size and market position. Be specific enough to be credible. If anonymised, describe by industry and characteristics.

[CLIENT NAME OR DESCRIPTION] is a [ADJECTIVE — e.g., “Valencia-based”] [INDUSTRY] company with [X] employees and annual revenues of approximately EUR [RANGE]. Founded in [YEAR], the company [BRIEF DESCRIPTION OF WHAT THEY DO AND THEIR MARKET POSITION].

The company operates [CONTEXT RELEVANT TO THE AI PROJECT — e.g., “a document-heavy back office processing over 3,000 invoices per month”] and had [RELEVANT CHARACTERISTIC — e.g., “grown rapidly, with headcount doubling in three years without equivalent investment in process automation”].

Client profile at a glance:

Field	Details
Industry	[INDUSTRY]
Employees	[NUMBER]
Revenue	EUR [RANGE]
Locations	[CITIES / COUNTRIES]
Key systems	[ERP / CRM / LMS etc.]
Prior AI experience	[None / Experimental / Some]

Section 3 — The Challenge / El Reto

This is the “before” state. Write 2–3 paragraphs. Be specific about the pain — use numbers. The reader should feel the frustration. Avoid generic phrases like “they needed to be more efficient.”

The Business Problem

[OPENING PARAGRAPH: Describe the core challenge in vivid, specific terms. What was happening? What was it costing? Who was affected?]

Example draft: “[CLIENT NAME]‘s finance team was spending over 40 hours per week manually reviewing and categorising invoices. With a team of two clerks and one supervisor, the process could not scale to meet growing transaction volumes. Errors were averaging 8% — each requiring manual review and correction — and the company was regularly missing early-payment discounts worth EUR 25,000 per year due to processing delays.”

Why It Mattered

[SECOND PARAGRAPH: Explain the business impact of the problem. Connect to strategic priorities: growth, profitability, regulatory compliance, customer experience, competitive position.]

What Had Been Tried

[THIRD PARAGRAPH: Describe any previous attempts to solve the problem. This makes the eventual solution more credible. If nothing had been tried, explain why the problem had persisted.]

Summary of Challenges

Challenge	Business Impact
[CHALLENGE 1]	[QUANTIFIED IMPACT]
[CHALLENGE 2]	[QUANTIFIED IMPACT]
[CHALLENGE 3]	[QUANTIFIED IMPACT]

Section 4 — The Solution / La Solución

This is the “what we built” section. Write 2–3 paragraphs. Focus on what the solution does, not how it technically works (save that for the appendix). The reader should understand the solution even without a technical background.

Solution Overview

[OPENING PARAGRAPH: Describe the solution at a high level. What was built or deployed? What does it do for the user?]

How It Works

[SECOND PARAGRAPH: Describe the user journey or workflow with the new system. Walk through a typical day or use case. Keep it accessible.]

Why VORLUX AI

[THIRD PARAGRAPH: Briefly explain why the client chose VORLUX AI and what differentiated VORLUX AI’s approach.]

Solution Components

Component	Description
[COMPONENT 1]	[WHAT IT DOES]
[COMPONENT 2]	[WHAT IT DOES]
[COMPONENT 3]	[WHAT IT DOES]
[COMPONENT 4]	[WHAT IT DOES]

Technologies used: [LIST — e.g., Python, FastAPI, PostgreSQL, Azure, [LLM PROVIDER], etc.]

Section 5 — Implementation / Implementación

This section builds confidence in VORLUX AI’s delivery capability. Describe the project journey — including honest reflection on challenges encountered and how they were overcome.

Project Timeline

Phase	Duration	Key Activity	Outcome
Discovery	[X weeks]	[ACTIVITY]	[OUTCOME]
Design	[X weeks]	[ACTIVITY]	[OUTCOME]
Build	[X weeks]	[ACTIVITY]	[OUTCOME]
Test	[X weeks]	[ACTIVITY]	[OUTCOME]
Deploy	[X weeks]	[ACTIVITY]	[OUTCOME]
Total	[X weeks]		Go-live achieved

The Journey

[PARAGRAPH 1: Describe the project journey from kickoff to go-live. What were the major steps? What was the team experience like?]

[PARAGRAPH 2: Be honest about a challenge that arose and how the team resolved it. Authenticity here builds credibility. Example: “During the data audit, we discovered that three years of invoice records were stored in inconsistent formats across legacy systems. We worked with the client’s IT team to design a data normalisation pipeline, which extended the build phase by two weeks but ultimately produced a cleaner, more reliable dataset.”]

[PARAGRAPH 3: Describe how the client team was involved and how adoption was managed.]

Change Management Highlights

[HIGHLIGHT 1 — e.g., “Two half-day training workshops delivered to 15 finance staff”]
[HIGHLIGHT 2 — e.g., “User guide and video walkthrough created for self-service reference”]
[HIGHLIGHT 3 — e.g., “Hypercare period: VORLUX AI on-call support for 2 weeks post-launch”]

Section 6 — Results / Resultados

This is the most important section. Lead with numbers. Be specific. Every claim must be verifiable.

Key Results at [X months / 1 year post-launch]

Metric	Before	After	Change
[METRIC 1 — e.g., Processing time per batch]	[VALUE]	[VALUE]	[%/absolute change]
[METRIC 2 — e.g., Error rate]	[VALUE]	[VALUE]	[%/absolute change]
[METRIC 3 — e.g., Cost per transaction]	[VALUE]	[VALUE]	[%/absolute change]
[METRIC 4 — e.g., FTE hours freed per week]	[VALUE]	[VALUE]	[%/absolute change]
[METRIC 5 — e.g., Annual cost saving]	—	EUR [VALUE]	—
[METRIC 6 — e.g., ROI at 12 months]	—	[X]%	—

Financial Impact

Item	Value (EUR/year)
Labour cost saving (efficiency gain)
Error reduction saving
Revenue uplift (if applicable)
Risk reduction value
Total Annual Benefit
One-time project cost
Payback period	[X months]

What the Numbers Mean

[1–2 paragraphs putting the numbers in context. Connect the results back to the business problems described in Section 3. Show that the original challenges have been resolved.]

Section 7 — Testimonial / Testimonio

A direct quote from the client sponsor is the most persuasive element of any case study. Collect quotes during the QBR or project close session.

Primary Testimonial

“[QUOTE FROM CLIENT SPONSOR — 2–4 sentences. Should reference a specific outcome or the experience of working with VORLUX AI. Should sound like a human, not a press release.]”

— [NAME], [TITLE], [COMPANY]

Supporting Testimonial (Optional)

“[QUOTE FROM END USER OR TECHNICAL LEAD — focusing on the day-to-day experience of using the new system.]”

— [NAME], [TITLE], [COMPANY]

If the client is anonymised, attribute as: “Head of Finance, leading [industry] company, [country]“

Section 8 — What’s Next / Siguientes Pasos

Describe the ongoing relationship or what the client plans to do next. This reinforces the partnership model and shows VORLUX AI delivers long-term value.

Following the successful deployment, [CLIENT NAME] and VORLUX AI are [DESCRIBE NEXT STEPS — e.g., “now working on Phase 2 of the engagement, extending the AI system to purchase order processing”]. The companies have agreed an ongoing [SUPPORT / EVOLVE] contract to ensure the system continues to improve as [CLIENT NAME]‘s business grows.

Future planned enhancements include:

[PLANNED ENHANCEMENT 1]
[PLANNED ENHANCEMENT 2]

Appendix — Technical Notes (Internal Use Only)

Not published externally. For VORLUX AI knowledge base only.

Architecture: [BRIEF TECHNICAL DESCRIPTION]

Key technical decisions:

[DECISION 1 AND RATIONALE]
[DECISION 2 AND RATIONALE]

Lessons learned:

[LESSON 1]
[LESSON 2]
[LESSON 3]

What we’d do differently: [HONEST REFLECTION FOR INTERNAL KNOWLEDGE BASE]

Team: [VORLUX AI TEAM MEMBERS AND ROLES]

Approvals / Aprobaciones

Role	Name	Approval	Date
VORLUX AI author		`[ ]` Drafted
VORLUX AI Engagement Lead		`[ ]` Approved for submission
Client primary contact		`[ ]` Facts approved
Client legal/comms (if required)		`[ ]` Publication approved
VORLUX AI marketing		`[ ]` Approved for publication

Publication channels approved: [ ] vorluxai.com website [ ] LinkedIn [ ] Proposals [ ] Sales presentations [ ] Press release

VORLUX AI — Inteligencia artificial que trabaja para su empresa. vorluxai.com | Valencia, Spain

Versión Española

Plantilla de Caso de Estudio

VORLUX AI | vorluxai.com

Instrucciones para Autores

Propósito: Los casos de estudio son la herramienta de ventas más poderosa de VORLUX AI. Un caso bien redactado responde a la pregunta que todo prospecto hace: “¿Pueden demostrar que ya han hecho esto antes?”

Proceso:

Complete esta plantilla al cerrar el proyecto (Fases 5-6)
Obtenga aprobación escrita del cliente para todas las cifras y citas
Acuerde si el cliente se nombra o se anonimiza
Envíe a marketing de VORLUX AI para revisión y publicación

Longitud: Versión publicada: 600-1.200 palabras + panel de métricas.

Estructura del Caso de Estudio

Sección 1 — De Un Vistazo


Cliente	[NOMBRE o “Una empresa líder en [SECTOR] en [REGIÓN]“]
Reto	[Descripción en 1 frase]
Solución	[Descripción en 1 frase]
Timeline	[X semanas de inicio a producción]
Resultados	[3 métricas clave — los números más impactantes]

Sección 2 — Perfil del Cliente

[NOMBRE DEL CLIENTE] es una empresa de [SECTOR] con sede en [CIUDAD] con [X] empleados y facturación anual de aproximadamente EUR [RANGO].

Campo	Detalle
Sector	[SECTOR]
Empleados	[NÚMERO]
Facturación	EUR [RANGO]
Ubicaciones	[CIUDADES]
Sistemas clave	[ERP / CRM / LMS etc.]
Experiencia previa en IA	[Ninguna / Experimental / Alguna]

Sección 3 — El Reto

[2-3 párrafos: el problema de negocio, por qué importaba, qué se había intentado antes.]

Reto	Impacto empresarial
[RETO 1]	[IMPACTO CUANTIFICADO]
[RETO 2]	[IMPACTO CUANTIFICADO]
[RETO 3]	[IMPACTO CUANTIFICADO]

Sección 4 — La Solución

[2-3 párrafos: qué se construyó, cómo funciona, por qué eligieron VORLUX AI.]

Componente	Función	Tecnología
[COMPONENTE 1]	[QUÉ HACE]	[STACK]
[COMPONENTE 2]	[QUÉ HACE]	[STACK]
[COMPONENTE 3]	[QUÉ HACE]	[STACK]

Sección 5 — Implementación

Fase	Duración	Entregables
Descubrimiento	Semana 1-2	Análisis de requisitos, mapeo de procesos
Diseño	Semana 3-4	Arquitectura técnica, plan de datos
Construcción	Semana 5-8	Desarrollo, integraciones, modelos
Test	Semana 9-10	QA, pruebas de aceptación, ajuste fino
Despliegue	Semana 11-12	Go-live, formación, documentación

Sección 6 — Resultados

Métrica	Antes	Después	Mejora
[MÉTRICA 1 — ej: Tiempo de procesamiento]	[VALOR]	[VALOR]	[%]
[MÉTRICA 2 — ej: Tasa de error]	[VALOR]	[VALOR]	[%]
[MÉTRICA 3 — ej: Coste mensual]	[VALOR]	[VALOR]	[EUR]
ROI	—	—	[X]x en [Y] meses

Sección 7 — Testimonio del Cliente

“[CITA DIRECTA DEL SPONSOR EJECUTIVO]”

— [Nombre], [Cargo], [Empresa]

Sección 8 — Lo Que Aprendimos

[APRENDIZAJE 1] — [Explicación]
[APRENDIZAJE 2] — [Explicación]
Diferenciador VORLUX AI demostrado: [Qué nos hizo únicos en este proyecto]

Sección 9 — Próximos Pasos

Fase 2 del proyecto: [DESCRIPCIÓN]
Oportunidades adicionales: [ÁREAS]
¿Su empresa enfrenta retos similares? Contacte con VORLUX AI

Apéndice Técnico

Elemento	Detalle
Hardware	[DISPOSITIVO — ej: Mac Mini M4, 24GB]
Modelos IA	[MODELOS — ej: Qwen 2.5 Coder 7B, Llama 3.1 8B]
Framework	[STACK — ej: Ollama, FastAPI, React]
Tiempo de respuesta	[LATENCIA — ej: < 8ms p95]
Disponibilidad	[SLA — ej: 99.9%]
Compliance	[NORMATIVAS — ej: GDPR, EU AI Act]

Checklist de Publicación

Aprobación escrita del cliente para cifras y citas
Revisión legal completada
Panel de métricas con 3+ cifras verificables
Cita del cliente con nombre y cargo
Archivado en la base de conocimiento

¿Necesita ayuda documentando sus éxitos? Contacte con VORLUX AI para consultoría en storytelling empresarial.