When you're installing solar PV projects at scale, the last thing you need is to spend your day playing detective with spreadsheets and notebooks.
That's where our client found themselves, a leading UK installer, growing quickly, drowning in data.
Spreadsheets were breaking due to the amount of data.
Quotations were losing momentum.
Teams were wondering if that accommodation booking had been reserved or forgotten entirely.
Our approach:
We sat down with them and asked the question: what actually breaks when you're managing dozens of projects at the same time?
The answer wasn't complicated or surprising.
It was repetition. Duplication.
The mental load of remembering what needed chasing, what was expiring, what had been done and what hadn't.
So we built them something different.
We built a system that doesn't ask for the same thing twice.
Remembers important dates for them.
Reminds them what is completed and what is still to be done.
The intake: where everything begins.
Every project starts with a simple intake form.
Nothing fancy, nothing overwhelming. Just the essential data gathered cleanly, consistently, once.
From there, the magic begins.
A unique project number gets allocated automatically.
No duplicates. No confusion. No ambiguity.
That number and project name remains with the project from initial enquiry right through to warranty completion. It becomes the thread that runs through everything.
We've all been in meetings someone asks, "wait, which project is this?"
This system ends that conversation before it starts.
Quotations without the headaches.
The quotation log uses the data inputted from the initial form, filtering it by client, project, type, status, date, whatever characteristic the client needs at the click of a button.
Important lists are exported quickly, cleanly, accurately.
Closing becomes systematic rather than frantic.
In-built automated reminders do the heavy lifting of remembering when quotations need to be chased.
Specific users receive detailed alerts when quotations require chasing or deadlines loom, with a handy link to the very quotation that needs to be chased.
Because yes, the system can accommodate the attachment of files.
What's more is that these attached files are automatically version controlled, allowing the user to identify which version it is before downloading or opening it.
There is no more reliance on memory. No more missed opportunities.
The system remembers so the team can focus on completing the tasks due.
What’s more is that these attached files are automatically version controlled.
This allows the user to identify which version it is before downloading or opening it.
There is no more reliance on memory.
No more missed opportunities.
The system remembers so the team can focus on completing the tasks due.
Orders, delivery, and the things in between.
Once a quotation becomes an order, the workflow shifts. Delivery tracking kicks in.
From the click of a button, the status changes, trigging a custom-made automation that brings the project through from quotations to orders.
Here, a series of tasks are automated, reminders locked in, alerts ready and waiting to notify the right team member at the right moment.
The project flows as it should, through the process, ensuring that nothing is missed or forgotten.
The dashboard: a headline view.
Sometimes you don’t need detail. Sometimes you just need to know where you stand.
For our client’s leadership team this is exactly what they wanted.
We developed a quick-view dashboard to deliver just that.
Pipeline totals. Number of active projects. Total kWp broken down by project type.
Important data that feeds the business, all visible at a glance.
The data refreshes every minute.
Yes, every minute.
This means that when one of their team member’s updates a piece of data somewhere within the system, it automatically updates the dashboard without the need for anyone, anywhere else, to click a button.
Real-time data that stays real-time.
What about flexibility you say?
After all, renewable energy projects need that flexibility to easily shift with moving install dates, change of design, and supply-chain availability.
The system is designed to be flexible.
Automations and reminders are programmed to shift with new install dates without the need for any coding tweaks.
Gone are static spreadsheet cells and in their place, our system’s intuitive data inputs that can be readily changed and altered to accommodate revised data.
And then there’s accommodation.
The client’s teams working away for installations need places to stay.
Check-in dates. Check-out dates. Extensions. Prices. Locations. Team information. Contact information. Deposits.
You name it, the system tracks it all, notifying users before checkout dates arrive. Does it need extending or does the checkout process go ahead?
It even tracks the rating of accommodation and doubles as a library for likeable stays in the same area.
Future projects benefit from past experience.
Warranty: the final thread.
When a project reaches warranty status, the final loop for our client, the system threads it through at the change of status.
One click of a button. No data duplication.
Project data accumulated through its life cycle pulls through automatically.
Warranty dates input themselves based on trigger dates that match carefully designed processes.
Expiry dates calculate themselves.
Alerts are quietly waiting in the background for their time to notify.
And then, there is the generate button.
One click produces a PDF, branded in our client’s company letterhead, with all the relevant project data.
Again, no data duplication.
No additional input. No re-typing. No errors creeping in from manual transcription.
This is where time gets given back.
The result: what changed.
Before: Spreadsheets everywhere. Manual reminders. Duplicated project numbers & data. Forgotten quotations. Missed accommodation bookings. Equipment sitting somewhere nobody knew about.
After: One central system. Smaller, streamlined views. Automated alerts. Clear visibility. Data flowing where it needs to go.
The client didn’t just get software.
They got their time back to focus on developing more projects.