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How Buildology Manages Communication Quickly and Efficiently [User Story]

User Stories is a series offering practical examples of how WorkflowMax customers have implemented our platform to improve specific business operations, from project management to invoicing and beyond.

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Business Operation: Collaboration

Customer: Buildology

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Industry: Architectural design agency

AboutBuildology is a contemporary architectural design company based in Auckland, New Zealand. The company’s team consists of design and drafting experts who specialize in creating unique styles that suit each client’s home and lifestyle.

Why the Switch to WorkflowMax:

In order to achieve an organized point of communication—both internally and externally—Buildology began utilizing WorkflowMax’s collaboration manager to keep track of emails, documents and images in one safe and secure location. 

The best part: Each email correspondence is associated with a specific client name and job within WorkflowMax. This cuts down on the amount of time employees spend sifting through countless emails in their inboxes, and helps keep all documentation to and from clients in one central location. 

How Buildology Uses WorkflowMax for End-to-End Job Management:

To take full advantage of the collaboration tools, Buildology integrated WorkflowMax as its end-to-end job management software. The company:

1. Inputs a lead’s information into the lead manager.

WorkflowMax’s lead manager helps Buildology keep track of the most important lead information, all in one easily accessible system. This feature enables the company to store lead contact information, set up reminders for follow-up communications, and keep track of how the sales team is performing. 

2. Creates a quote using the quote manager, and sends it to the lead once pricing is confirmed.

WorkflowMax enables Buildology to send accurate, custom quotes that are fast and easy to generate. Within the quote manager, Buildology can also monitor the status of quotes and quickly make revisions.

3. (Once the quote is accepted) converts the quote into a job. 

If the quote is accepted, Buildology turns the quote into a job within WorkflowMax at the touch of a button. This helps speed up time consuming account management processes so employees can get to work on their projects faster.

4. Communicates and shares documents with the client via the collaboration manager. 

Buildology stays organized with internal staff, clients and external vendors by keeping track of communications in one safe and secure location via WorkflowMax’s collaboration manager.

5. Tracks the amount of time spent on each project for each client.

WorkflowMax has multiple time tracking options to keep track of the time each staff member spends on different clients and projects. This insight helps Buildology with staffing decisions, price adjustments, and client assessments. This tracked time can then be converted into an invoice that includes transparent details about where time was spent on each project.

6. Finally, generates reports that are already within WorkflowMax and sends them to the client.

With WorkflowMax, Buildology can pull valuable business insight—including performance reports, timesheet reports, and invoice reports. There is also an option to build custom reports based on any business data Buildology would like to review.

WorkflowMax’s flexible capabilities have helped Buildology save at least one business day each week—enabling the company to spend more time on its clients, instead of administrative work. 

How do you use WorkflowMax’s collaboration manager to help streamline your daily operations? Share your insight in our comments section below.