A waste-service company that quoted every recurring account out of a spreadsheet, with no record of who already had what
Replaced the spreadsheet-and-shared-drive way of running quotes with one platform that holds every client, every site, and every active container and service in a single record, and turns a new quote into a structured, priced proposal the office can hand straight to operations.
Most of the firm's work came back from the same accounts. Roughly two hundred commercial clients, the same contractors and property operators returning season after season for collection, container swaps, and one-off site jobs. But the company that knew its clients best on the phone could not see them anywhere. There was no central client record. There was an accounting system for invoices and, for everything else, a stack of spreadsheets on a shared drive.
A quote was a spreadsheet. The office built each proposal by hand, line by line, then production picked it up from there. When a regular called back, no one could pull up what that client already had on site, what was quoted last time, or which job was still open. Someone went looking through files. The information was technically all there, just spread across enough places that finding the current version of anything took longer than the work itself.
We started where the firm actually felt the gap: one platform as the single source of truth. Every client and every site in one place, the active containers and recurring services attached to each one, and a structured intake so a client's details are entered once, at the right spot, instead of being retyped into the next spreadsheet.
On top of it sits the quoting flow. The office builds a proposal inside the platform instead of in a blank sheet, pulling the client's existing sites and services so a repeat quote starts from what is already true, not from scratch. The priced proposal that comes out is structured and consistent, and it hands off to operations as a real job rather than a file someone has to re-read. A dashboard shows the status of every quote and every open job at a glance, so nothing sits forgotten in a folder.
When a regular calls now, the office opens one record and sees the whole relationship: the sites, the containers in service, the last quote, and any job still open. The conversation starts informed instead of starting with a search. Building a repeat proposal went from a blank spreadsheet to a few edits on what the platform already knew, and the office got back about six hours a week that used to go into rekeying and hunting.
The firm also stopped keeping the same client in three different places. There is one record now, the status of every quote and job is visible in one view, and a new hire can find their way around the book of business in days instead of learning where each spreadsheet lives.
“We knew our regulars cold over the phone, but we couldn't actually see them anywhere. Every quote was its own spreadsheet, and nobody could tell you in a second what a client already had on site.”
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