OPERATIONS / BUSINESS SYSTEMS
Replacing spreadsheet operations with a custom business system.
- Client
- Multi-location operations company
- Industry
- Field operations
- Service
- Business Systems
What we did
- Operations discovery
- Data architecture
- UX/UI for internal roles
- Custom operations platform
- Reporting and permissions
The problem
Scheduling, job status, staffing and invoicing readiness each lived in a different shared spreadsheet, and each one had a person who understood it.
When two people edited the same file, the company lost the version that was correct.
What was in the way
- The same job existed in four places with four different statuses.
- Managers collected updates by asking rather than by looking.
- New employees were trained on tribal knowledge.
- Nothing could be reported on without manual assembly.
What we designed
We modeled the actual operational objects — job, location, crew, schedule, status — before designing a single screen.
Each role received its own view containing only what that role needs to decide next.
What we built
- A single operations platform with job records as the source of truth.
- Role-based dashboards for dispatch, field leads and management.
- Status changes that notify the people affected.
- Reporting built into the system rather than exported from it.
How it works now
A dozen spreadsheets.
One system, one record per job.
Status by phone call.
Status visible to everyone who needs it.
Manual reporting.
Live dashboards per role.
The outcome
- Duplicate job records were eliminated.
- Managers stopped collecting updates manually.
- Onboarding a new coordinator no longer requires learning a spreadsheet's history.
Sound familiar?
Tell us what's not working in your business.
Describe what happens today. We'll determine the most useful next step.