From 45-Minute Quotes to Under 10

The Situation

A regional robotics integrator with roughly 30 employees had grown fast on the strength of its technical team and deep manufacturer relationships. But the operational infrastructure hadn't kept up. Sales quoting was a manual grind -- each proposal required pulling specs from multiple sources, formatting them by hand, and double-checking part numbers across disconnected systems. A single quote could take 45 minutes or more, and the process was different every time depending on who built it.

Beyond quoting, leadership had limited visibility into what was actually happening across the business week to week. Critical client communications lived in individual inboxes. Prospecting data sat in spreadsheets that went stale the day they were created. When problems surfaced, they surfaced late -- usually as a customer complaint or a missed deadline. The team was stuck in firefighting mode, reacting to problems instead of seeing them form.

What We Did

• Built a custom quoting tool that pulls specifications, pricing, and part data into a structured template -- compressing quote creation from ~45 minutes to under 10 minutes
• Designed and deployed a sales route intelligence application that scores manufacturing prospects along planned travel routes, giving the sales team prioritized stops backed by real data instead of gut feel
• Established an automated email intelligence pipeline that captures, summarizes, and logs key client communications into a centralized system -- eliminating the "it's in someone's inbox" problem
• Created a structured weekly operational report delivered to leadership every Monday, consolidating sales activity, project status, and emerging risks into a single document
• Identified and resolved a shadow IT situation where a parallel system had been built internally, duplicating live infrastructure and introducing security exposure -- consolidated into a single managed platform
• Conducted a full subscription and tooling audit, eliminating redundant services and aligning the tech stack to actual operational needs

The Outcome