Operating System - Comprehensive Company Digitalization
The Challenge
Dispersed chaos of processes in Excel and paper
The company operated in complete dispersion - each department maintained its own Excel spreadsheets, processes were not interconnected, and there was no central management system. Leadership had no overview of the company as a whole.
Key challenges:
- No integrated system - each department worked in isolation (Excel, paper, notes)
- Chaos in managing sales representatives' meetings - no schedules, duplicate visits, scheduling conflicts
- Manual settlement of installers - hours of Excel calculations, frequent errors, delayed payments
- No warehouse control - unknown stock levels, no history, order fulfillment issues
- Inability to track orders - customers call, nobody knows what stage their order is at
- Leaflet distribution managed on paper - no control, settlements based on trust
- No business KPIs - decisions made intuitively without data
- HR chaos - holidays, absences, payroll settled manually across multiple files
The Solution Process
Building a comprehensive ERP system from scratch
A full digital transformation of the company was carried out - an integrated ERP system was designed and deployed in AppSheet, connecting all departments, processes, and data into a single cohesive management platform with automations, reports, and KPIs.
Workshops and process mapping
A series of workshops with departments: sales, installation, warehouse, HR, finance. Detailed mapping of all processes, Excel spreadsheets, and information flows. Identification of key needs and pain points for each role.
4 weeksERP architecture design
Design of a comprehensive system architecture - 30+ database tables (meetings, orders, purchase orders, warehouse, HR, finance, leaflet distribution), definition of data relationships, process workflows, and inter-module integrations.
3 weeksSales and CRM module
Implementation of the first module - management of sales representatives' meetings, rep scheduling, customer database, quotation process, conversion of quotes to orders, automatic assignment of distributors to regions.
5 weeksProduction and orders module
Development of an order management system - automatic generation of line items from quotes, status tracking (in preparation, ready for installation), installer scheduling, installer settlements with automatic retrieval of rates from the price list.
6 weeksWarehouse module
Implementation of warehouse management - stock tracking (doors, frames, fittings), issue system for orders, movement history, defect control, automatic stock updates, product photo database.
4 weeksHR and finance module
Implementation of HR and finance - holidays, absences, overtime, additional payments, customer installments, company expenses, mileage logs, vehicle servicing. Business KPI dashboard.
5 weeksLeaflet distribution module
Leaflet distribution management system - distributor database, regions, daily reports, automatic settlements, dashboard with campaign effectiveness analysis, tracking of leaflet deliveries from the warehouse.
3 weeksIntegrations and optimizations
Connecting all modules - data synchronization between departments, workflow automations (quote→order→installation→settlement), performance optimization (synchronization time reduced by 50%), PDF generation (contracts, delivery notes), final training.
4 weeksActions Taken
Data and process centralization
A unified database was created containing all company information - 30+ interrelated tables: meetings, customers, representatives, orders, line items, purchase orders, warehouse (doors, frames, fittings), installers, leaflet distribution, HR, finance. Every department works within the same system with instant access to up-to-date data.
Sales workflow automation
An integrated lead-to-fulfillment process was built - automatic assignment of meetings to representatives by region, meeting schedule with calendar view, quote creation from price list, one-click conversion of quotes to orders, automatic PDF contract generation, SMS deadline reminders.
Production management system
Comprehensive order management was implemented - automatic breakdown of orders into line items, assignment to installers via scheduling, real-time status tracking, preparation checklists (door issuance, debris removal, painting, dismantling), alerts for approaching deadlines, 'ready for installation' view.
Automatic installer settlements
An automatic settlement system was created - after completing installation, installers select performed services from a checklist, the system automatically retrieves rates from the price list (individual for each installer), calculates the value of work, and generates a payment summary. Full settlement history, edit capability, export to accounting.
Warehouse and stock management
A warehouse system was built - tracking of all products (doors, frames, fittings) with stock levels, defects, customer assignments, automatic issuance for orders, availability control, movement history, defect photo database, automatic stock updates after issues/receipts.
Leaflet distribution system with settlements
Leaflet distribution management was implemented - distributor database with assigned regions and rates, daily reporting of delivered/distributed leaflets, automatic settlement calculations, leaflet warehouse with deliveries, campaign effectiveness analysis dashboard (costs, coverage, lead-to-meeting conversion).
Business KPI dashboard
A central management dashboard was created - sales KPIs (value, volume, conversion), production KPIs (on-time rate, installer efficiency), warehouse KPIs (stock levels, turnover), finance KPIs (revenue, costs, margins), HR KPIs (absences, personnel costs). Time filters, comparisons, trends, exports.
Results Achieved
Key metrics
Settlement errors
On-time delivery
Quote conversion
Warehouse availability
Business benefits
- Full centralization - one platform instead of dozens of Excel spreadsheets
- Automated installer settlements - saving 6 hours per month, errors eliminated
- On-time delivery control - increase from 62% to 89% through alerts and scheduling
- Warehouse management - 99% product availability, audit-ready movement history
- Leaflet distribution system - full control over costs and campaign effectiveness
- Management view - real-time business KPI dashboard
- Better customer experience - customers always know what stage their order is at
- Elimination of duplication - data entered once, accessible everywhere
- Mobility - sales reps and installers work from their phones in the field
- Scalability - the system grows with the company, new features easy to add
This was a game-changer for our company. Before, every department lived its own life - sales reps in one Excel, installers in another, warehouse in a third. Now everything is in one place. I can see in real time how many orders we have, what the warehouse stock looks like, whether installers have been settled. The system paid for itself within 3 months just from the time saved on settlements.
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