Client background and challenges

A growing commercial painting contractor approached Avidity Innovations after rapid expansion across multiple job sites made scheduling, estimating, and communications increasingly chaotic.​
The business relied on paper forms, spreadsheets, and manual coordination between estimators, project managers, and crews, which led to delays, rework, and inconsistent customer experiences.​

• Estimators and office staff spent hours each day retyping job details, change orders, and time logs into different systems instead of quoting new projects and managing relationships.​
• Customers experienced slow bid turnaround, limited visibility into project status, and fragmented communication between sales, field crews, and the office, which increased the risk of losing contracts to more responsive competitors.​
• Leadership lacked real-time visibility into job profitability, crew utilization, and pipeline health, limiting their ability to react quickly to schedule changes and material cost volatility.​

Tailored automation solution

Avidity Innovations began with a discovery phase focused on the company’s core workflows: lead intake, estimating, job scheduling, crew dispatch, field reporting, and invoicing.​
The team then designed a tailored automation architecture that connected the CRM, estimating tools, scheduling calendar, and accounting system into a unified, automated flow.​

• Lead capture and qualification were automated so inquiries from web forms and emails flowed directly into a centralized pipeline, triggering follow-up tasks and reminders for estimators.​
• Standardized estimating templates and AI-assisted data entry reduced manual work in preparing bids, automatically pulling in scope details, surface areas, and historical pricing to generate accurate proposals faster.​
• Automated job scheduling and crew notifications ensured that once a bid was accepted, work orders, site details, and material lists were instantly sent to the right crews’ mobile devices, with real-time dashboards for managers.​

Productivity and revenue impact

Within months, the commercial painting company saw substantial productivity gains as automation took over repetitive office and coordination tasks.​
Industry evidence shows that automating administrative and operational workflows can reduce time spent on such tasks by 50–80%, freeing employees to focus on estimating more jobs, managing quality, and strengthening relationships with general contractors and property managers.​

• Bid turnaround times dropped significantly, mirroring examples where automation cut processing times from days to hours or minutes, allowing the company to respond to more RFPs and last‑minute opportunities.​
• With better utilization of estimators and crews, more accurate scheduling, and reduced rework from miscommunication, similar businesses report double-digit improvements in revenue as win rates and job throughput increase.​

Customer satisfaction improvement

Automating customer touchpoints across the painting project lifecycle led to faster, clearer, and more consistent communication.​
Research on service automation shows that improved responsiveness and fewer errors directly translate into higher customer satisfaction and stronger repeat and referral business.​

• Automated status updates, appointment reminders, and proactive notifications about schedule changes reduced inbound “check-in” calls and emails while keeping property managers and general contractors well informed, similar to cases where automation improved satisfaction scores by 20–25 percentage points.​
• With less time spent on manual paperwork, staff and project managers could devote more attention to on-site quality checks and resolving complex client issues, aligning with findings that automation lets employees invest saved time into higher-value, relationship-driven work.​

Strategic outcomes for the painting company

By working with Avidity Innovations, the commercial painting company shifted from fragmented, manual processes to a scalable, data-driven operating model.​
Automation became a strategic differentiator, supporting profitable growth, smoother job execution, and more confident decision-making.​

• The company now operates with higher crew utilization, lower administrative overhead, and more predictable project delivery, freeing leadership to focus on expanding into new markets and services.​
• Improved productivity, stronger revenue performance, and a more responsive customer experience have positioned the contractor as a preferred partner for commercial projects, showcasing the value of tailored automation solutions delivered by Avidity Innovations.