"We count on Quick Base every day to keep our business moving in the right direction."

Matthew Briant

Waterstone Consulting Saves $100,000 with Automated Invoicing and More Using Quick Base

As a growing business, Waterstone Consulting needed a better way to scale its operations beyond spreadsheets and emails. To keep the business moving forward, Waterstone turned to Quick Base.

Challenge

  • Heavy use of spreadsheets led to inefficiency and duplicated efforts
  • No capacity to handle new projects and customers

Solution

  • Quick Base as a platform for managing key processes
  • Standardized apps for customer relationship management (CRM), invoicing, and customer service

Benefits

  • $100,000 annual cost savings through improved efficiency
  • Faster payment cycles and fewer administrative costs supporting the invoicing process
  • More time and resources to pursue strategic business opportunities

The Challenge

  • Heavy use of spreadsheets led to inefficiency and duplicated efforts
  • No capacity to handle new projects and customers

As a national broker/consultant for waste disposal and recycling solutions, Waterstone Consulting serves a wide range of clients from municipalities, hospitals, and hotels, to manufacturing plants, shopping centers, and construction sites. Its ability to deliver cost savings (at an average of 30%) made the young company a leader in its industry. As Waterstone Consulting grew, however, it became difficult to scale productivity. Managing nearly every process in spreadsheets including invoice tracking and reconciliation ultimately hampered the company's ability to grow and serve new customers.

"We were so busy that we didn't have time to properly support our customers outside of problem resolution," says Matthew Briant, Director of Operations and Development Manager for Waterstone Consulting. "And with such a heavy load, our ability to explore new business opportunities and increase sales was hindered."

The Solution

  • Quick Base as a platform for managing key processes
  • Standardized apps for customer relationship management (CRM), invoicing, and customer service

To streamline key processes, Matthew began by improving the company's CRM application, which was originally built on the Quick Base platform to store account and contract details. He then built an invoicing app on Quick Base that automates data import, client billing, and reconciliation with the company's financial system (Intuit QuickBooks). Even better, Briant was able to deliver huge value with a minimal technology investment.

"Management was anticipating the overall cost for the new automated invoicing process to be in the range of $20,000 to $50,000," explains Matthew. "When I told them we were actually under $5,000 and already fully implemented on Quick Base, more than a few jaws dropped."

Since then, Briant has created several Quick Base apps to support new business functions, including two apps to support demolition, clean-up, and restoration support services for those areas impacted by hurricanes Harvey and Irma.

The Benefits

  • $100,000 annual cost savings through improved efficiency
  • Faster payment cycles and fewer administrative costs supporting the invoicing process
  • More time and resources to pursue strategic business opportunities

Quick Base apps have enabled Waterstone Consulting to dramatically improve productivity and lower error rates, saving the company nearly $100,000 a year in overhead costs. For example, the process of setting up locations and services for a new client was reduced from 80 hours to 2. The ability to compile and deliver made-to-order reports with just a few clicks now gives clients instant, customized visibility into contract status, rates and renewals, pickup schedules, and more across one or all of their properties. And the formerly frustrating invoicing process is easily managed by one employee (instead of four).
This efficiency and productivity has freed up more time for expanding in new directions. Within the last year, Waterstone Consulting has been able to join up with four new referral agreement partners to help increase sales, and the quality of the company's services in disaster recovery areas are now turning into permanent residency contracts.

"Everything we do is done within Quick Base," says Briant. "We count on Quick Base every day to keep our business moving in the right direction."

Read more case studies about Project Management