Insights / 03 Case notes
Inside the pipeline that gave an office 14 hours a week back
Three systems, one retyped quote at a time. Here is how we replaced the inbox with a pipeline.
A construction supplier was receiving every quote request by email, then retyping it into a spreadsheet, a CRM and an estimating tool. Nobody had timed it. We did: fourteen hours a week.
Shadow before you build
We sat with the office for two days and timed every step. The expensive part was not typing — it was deciding who should handle each request, which depended on product line and region.
One form, clear rules
A validated intake form replaced the inbox. Routing rules, written in plain language and agreed with the team, send each request to the right estimator instantly, with a confirmation to the customer.
Built to fail loudly
Every step files automatically into the CRM and estimating tool, and any failure sends an alert with a manual fallback. First-response time dropped from days to minutes.