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Japanese electronics company, one of the world's largest manufacturers of computer printers, as well as information and imaging equipment.




Internet & Direct Marketing Retail

Business size:



In close collaboration with client’s in-house IT department Computools’ experts solved project challenges and achieved the goals. A clearly structured interaction system made it possible to constantly stay on the same page and complete all tasks in full accordance with the requirements and wishes of the client.

Several key options we solved:
  • Monitoring the ink level in eligible printers in real time.
  • Auto notifications of the need to refill the cartridges.
  • Ordering necessary cartridges and arranging their delivery.



  • Limited time to scale the internal IT department
  • Insufficient availability of qualified in-house engineers
  • Tight project schedule
  • Labor cost constraints


  • Market leading company with strong global demand for its products and services
  • Culture of consistent investment in innovation aimed at consolidating market positions
  • Fast ink top-up technology for clean and easy refilling
  • Well-honed logistics and delivery processes


Epson is among the top manufacturers of inkjet, dot matrix and laser printers, scanners, and other electronics. Their award-winning innovations benefit both retail consumers and organisations in the government, medical, finance, and other sectors across the globe. An innovation-driven enterprise, Epson actively generates fresh ideas, aiming to supply the market with revolutionary products. One of such ideas was to provide customers with a hassle-free ink refill system and enable its resellers and distributors to build long-lasting relationships with the clients.

Enter the ReadyInk System - the system which monitors the ink level in eligible printers in real time and automatically notifies both users and resellers of the need to refill the cartridges. The system also orders necessary cartridges and arranges their delivery to the store or the user’s door.

To complete this time-sensitive, high-priority project, Epson’s Tech leaders entrusted the scaling of the internal IT department to Computools. Upon expertise-based talent evaluation of our software engineers, we assembled the team to complement Epson’s own in-house development talent. Seamless cooperation ensured the project was completed in time with zero compromises on performance and stability.

Digital Platform & Technology

Communication Framework

Open and efficient two-way communication is crucial to the success of a digital transformation project. Following consultation with the client, we agreed upon a clear and unambiguous communication framework with scheduled regular face-to-face and online meetings and regular reports by email.Our communication ecosystem also incorporated a structured documents environment and client access to Computools' internal task managing platform. This made both the general project roadmap as well as specific processes transparent and clear for all parties.


In tandem with the client’s in-house IT department, our team developed a detailed specification outlining both functional and nonfunctional requirements for an ink replenishment system. Based on real-life use cases and client’s technology preferences, it enabled us to map out the project’s sprints and releases.

Serial Number check

1. Check that Serial Number is not already registered and is eligible to participate in the program.
2. Get printer model.

Entry points
1. Register Printer (the user is not logged in).
2. Add Printer (the user is logged in).

Post conditions
1. Serial Number check is passed or failed.

Main Flow
1. The user provides S/N.
2. The system checks that this S/N exists in the database.
3. If the S/N doesn’t exist in the database, the system requests printer SKU from Warranty Checker service.
4. If SKU is received, Serial Number check is passed.
5. The flow ends.

Alternative Flows
1. If Serial Number exists in DB and has registration with Created, Activated or On Hold state.
- The check is failed.
- The flow ends.
2. If Serial Number exists in DB and has registration with any state other than Created, Activated or On Hold.
- The check is passed.
- The flow ends.


We screened the pool of Computools software engineers to select the specialists with experience in Backend Java and Oracle Database development whose expertise would complement the client’s in-house team.


Our experts reliably produce quick and high-quality results due to a well-established internal communication and development flow. Face-to-face meetings, video, and audio-conferences establish efficient workflow between the team members that are spread around the globe.

Feedback Session

Discussions and feedback sessions finalize every sprint. The exchange of opinions and ideas enables our software engineers to develop innovative solutions and increases overall efficiency.


To choose the most cost-effective and high-performance approach, our software engineers put their minds together in a brainstorming session. At this stage all ideas are welcome without criticism to promote innovative thinking.

Dev Meeting

Digital collaborative tools ensure our software engineers work in perfect sync with their in-house counterparts. Well coordinated collaboration at all stages of the coding and testing process increases the pace of the development.

Internal Communication Flow

Our engineers worked as a part of an international outstaffing team to ensure the timely launch of Epson ReadyInk software. Email, Skype, Git, and Slack communication channels secured efficient daily communication between the members of the team. Besides instant messaging platforms, audio and video conferences provided seamless communication and promoted mutual understanding among the team members.

Monthly feedback sessions were organized to exchange new ideas and ensure long-term improvements in communication among the international members of the team. Based on stakeholder analysis, we established the communication management plan in under a week and documented the process.

Project Management Methodology

To adequately address the project challenges and added complexity of working in a globally distributed, international team, our Scrum Master introduced Jira and Redmine platforms to manage resources, distribute roles among the team, and follow the tasks’ progress. At the onset of the project, our team outlined the preferred communication channels, adopted project management, and reporting systems.

The sprint-based project management methodology with daily Scrum meetings allowed us to follow the development plan keeping to the client’s requirements while staying flexible to overcome emerging challenges.

Project timeline



First Sight
  • Client's business processes analysis
  • Identifying strengths & weaknesses
  • Setting goals with the client
  • Deriving Specification, Tasks & Deadlines

Product DESIGN

  • Business process modelling
  • Technology selection
Project Management Flow
  • Expertise-based talent evaluation and 1 week team forming
  • Internal Communication
  • Flow establishment
  • Project Management Methodology
Development Flow
  • Development Methodology

Product Engineering

System Implementation
  • System requirements’ analysis
  • Role Assignment
  • Tasks Assignment
Software Development
  • Code Creating & Refactoring
  • Testing & Fixing
  • Verification of safety requirements
  • Item integration and Unit testing
  • System Launch
  • Deploy & Support


Project architecture is crucial to building a robust, ergonomic design. The team pays special attention to the development of the product's functional elements and the ways these elements interact.

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