The Client Company
KleenCondition is a leading Canadian home service business with decades of unrivaled experience in asbestos and mold removal. The company has gained an excellent reputation all over Southwestern Ontario as a result of carrying out numerous successful commercial and residential projects.
The KleenCondition company has been in business since 1989 and uses certified staff to provide home services by the highest standards. These standards follow certain procedures like Ontario Regulation 278/05.
The high number of daily customers had created tons of problems for the team. In particular, they lacked a proper system for organizing various tasks. They were looking to eliminate the challenges through automating and streamlining the workflows. To overcome the issues, they came to 365 Digital Consulting for solutions.
What Were The Challenges?
- Several tasks, such as sending prices to customers and offering them the required service, were sometimes forgotten.
- There was no clear indication of the latest order status for each customer.
- They lost a good number of customers due to poor customer experience.
- Team members had difficulty accessing the data in an efficient manner.
There were two major disadvantages to lacking an integrated system. Firstly, they had to utilize several applications to accomplish their objectives and secondly, human error made everything more challenging than it had to be.
These hurdles, along with high levels of customer dissatisfaction, incentivised KleenCondition into thinking about a smart solution. The company intended to have everything in one comprehensive application with customized features that were tailor-made for their specific needs.
Furthermore, the company used an accounting system called QuickBooks for draft and invoice issuance. They had to enter the same data into three separate databases; accounting system, internal system, and the shared calendar with subcontractors. This was unnecessarily cumbersome and repetitive, as well as a waste of time that could be spent on other activities.
What Solutions Did We Provide For KleenConditions?
365 Digital Consulting helped KleenCondition by suggesting business process automation to address the issues they had been facing. Our solutions consisted of three main elements:
- PowerApps for unique mobile app
- SharePoint for data storage
- Flow for automation
Using PowerApps, we designed an all-in-one system that would add new tasks to the app right after the customer’s call. This way, the most current status was always reflected in the system. For example, the status would be changed to “Price Sent” automatically after sending the price. The next steps, including customer agreement, coordination with subcontractors, issuing the invoices, and approvals, were all displayed by a change in the status tag.
Additionally, KleenCondition was eager to perform all the tasks in a single application. We utilized Teams software from the Office 365 suite as they had already purchased a license for it.
With our synchronized software package, the accounting information would be integrated into the three mentioned systems without multiple data entries. Also, it brought the company a new functionality that allowed them to send the necessary emails to customers and get updated automatically.
What Were The Final Results?
After the implementation of the system using PowerApps, team members could find out about the ongoing process tags, the customer waiting list for prices, and site visits with just a simple search. In essence, the whole workflow was automated.
The Teams software likewise facilitated many tasks for them. It not only provided them with a PowerApp tab for the mentioned challenges, but also allowed them to record phone calls and meetings with customers.
The integrated work order management process helps KleenCondition expedite the flow of documents and makes it easier to find certain information within the system.