Revolutionizing Business Processes with Expert Solutions
A fast-growing facilities maintenance company used strategic automation to streamline workflows, cut operating costs, and more than double the effectiveness of its sales team.
Client background and challenges
The company managed preventive and reactive maintenance for multi-site commercial clients but relied on spreadsheets, email, and manual scheduling across dispatch, technicians, and sales.
Work orders, proposals, and follow-ups were handled in different tools, creating bottlenecks, delays, and limited visibility.
- Dispatchers manually built technician schedules, causing routing inefficiencies, missed SLAs, and overtime costs.
- The sales team tracked prospects in ad hoc spreadsheets and email threads, leading to slow follow-ups, inconsistent quoting, and little insight into pipeline health.
- Leadership lacked real-time reporting on job status, margins, and sales activity, making it difficult to scale profitably.
Strategic automation initiative
The company partnered with a specialist to redesign processes and implement an integrated field service and sales automation platform.
The goal was to connect operations and sales so data flowed automatically from lead to quote to work order and invoice.
- Automated scheduling and dispatch used technician skills, availability, and location to create optimized routes, reducing manual coordination and truck rolls.
- Digital work orders, checklists, and mobile apps ensured technicians captured photos, notes, and time on-site once, feeding billing, asset history, and reporting automatically.
- Sales workflows were automated with a CRM integrated to service data: leads were routed automatically, follow-up sequences ran on timelines, and proposal templates pulled standardized pricing and scope.
Operational efficiency and cost savings
Automation quickly improved day-to-day efficiency and lowered operating expenses.
Industry data shows field service and workflow automation can cut administrative time, reduce errors, and improve utilization across maintenance teams.
- Automated scheduling and digital work orders reduced back-office admin time and manual data entry, similar to cases where facilities teams reclaim tens of thousands of minutes and eliminate hundreds of thousands of manual data points.
- Better routing and real-time visibility into job status reduced overtime and fuel costs and enabled more first-time fixes, echoing reported improvements in efficiency and cost savings for field service organizations using automation.
Doubling sales team performance
Connecting sales and operations data unlocked major gains in sales productivity and results.
Automation ensured that sales reps spent less time on admin and more time on new opportunities and strategic accounts.
- With automated lead assignment, reminders, and email sequences, reps consistently followed up faster and more often, mirroring benchmarks where automation sharply increases contact and conversion rates.
- Standardized proposals pulled live service data (pricing, labor, historical job scopes), enabling faster, more accurate quoting and helping the team handle significantly more opportunities with the same headcount—effectively more than doubling throughput per rep.
Business outcomes
By optimizing maintenance workflows and sales processes with automation, the facilities maintenance company achieved superior operational and commercial results.
The organization moved from reactive, spreadsheet-driven management to a data-driven, scalable model.
- The business now runs with leaner overhead, higher technician utilization, and reliable reporting, supporting sustainable cost reduction and better margins.
- With a more productive sales engine and tighter operations, the company is winning more multi-site contracts and growing profitably, illustrating how strategic automation can transform both service delivery and sales performance in facilities maintenance.