Case study
Replacing six spreadsheets with one client portal
The details below are generalised to protect client confidentiality, but the shape of the problem is one of the most common engagements we take on.
Illustrative diagram · published project narrative
- problem
- A multi-location trades business was running client information across six different spreadsheets — one per region — with quotes emailed as PDFs and project status tracked in whichever tool the local team preferred that month.
- approach
- One organisation and contact record shared across every location, replacing six separate spreadsheets with a single source of truth.
- outcome
- Head office gained a single, real-time view across every location for the first time, and the local teams got software that was actually faster than the spreadsheet it replaced — the two things that usually decide whether a new system sticks or quietly gets abandoned within a month.
The details below are generalised to protect client confidentiality, but the shape of the problem is one of the most common engagements we take on.
The situation
A multi-location trades business was running client information across six different spreadsheets — one per region — with quotes emailed as PDFs and project status tracked in whichever tool the local team preferred that month. Head office had no reliable way to see what was actually happening until an invoice was overdue.
What we built
One organisation and contact record shared across every location, replacing six separate spreadsheets with a single source of truth.
A quoting flow with versioned, immutable proposals — so a sent quote could never quietly change after the fact.
A lightweight client portal so customers could see job status and download invoices themselves, cutting down status-check phone calls.
The outcome
Head office gained a single, real-time view across every location for the first time, and the local teams got software that was actually faster than the spreadsheet it replaced — the two things that usually decide whether a new system sticks or quietly gets abandoned within a month.
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