ClearOak Case Studies

One superintendent was routing 35 painters using emails, whiteboards, and spreadsheets. He was the only person who knew the system, creating a bottleneck and risking burnout. Estimators constantly chased him for updates, and rescheduling was chaos.

We moved his routing logic into a centralized Notion-based system, gave estimators a live dashboard, and brought the team in early to ensure adoption.

Sales reps were buried in active jobs and urgent requests. Older quotes from prospects who had gone quiet were falling through the cracks with no structured follow-up system.

We worked with the Sales Director to build a semi-automated system that generated follow-up drafts in each rep's inbox and gave managers visibility into quote status across the team.

Every week the finance lead pulled five separate reports out of QuickBooks, then reconciled and rebuilt a rolling 13-week cash flow forecast by hand in Excel. It took the better part of two hours of careful, manual work before ownership could see the numbers.

We built the pull and the analysis into a repeatable workflow that runs on her real data. The forecast now generates on its own, and she reviews and finalizes it instead of rebuilding it from scratch.

Every semi-complex estimate required the GM's direct review. He was manually checking pricing, catching missing details, and coaching estimators with judgment that lived entirely in his head.

We captured his pricing logic in an intelligent quoting tool that breaks down considerations, flags issues, and guides the review. It gets updated quarterly and now handles the heavy lifting.