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Unifying Field Operations: A Multi-Tenant Field-to-Invoice Platform for a Multi-Branch Trade

How we replaced paper-based on-site measurements, per-branch Excel pricing, and disconnected invoicing tools with one platform — covering every step from field measurement through customer-signed handover, with strict branch-level data isolation.

Same-dayQuotes (was 3-4 days)
15+ hrs/weekOffice time reclaimed per user
Full auditOn every customer handover
Client Profile
Multi-branch shading-systems trade with regional branches, mixed teams of admin, office, and field measurement staff, and the full European document and tax requirements across the measurement → quote → deposit → invoice → handover cycle.
Result
A unified, multi-tenant platform replaced paper, Excel, and ad-hoc invoicing — covering every step from field measurement through customer-signed handover. Each branch runs inside its own data scope while sharing one workflow, document chain, and product catalog.
BEFORE
Paper measurement forms re-typed manually after every site visit
Per-branch Excel pricing files with no central catalog or version control
Customer handover signatures on paper, photographed, emailed separately — no audit trail
Measurement, quote, deposit, invoice, and handover tracked in 4–5 disconnected tools per branch
No group-level view across branches — cross-branch KPIs hand-collected monthly
AFTER
Multi-step measurement wizard adapts dynamically to product category, model, and dimension profile
Shared product catalog with size-based pricing — one source of truth
E-signatures captured in-app on site, or remotely via tokenized public link sent to the customer
Measurement, quote, deposit and final invoices, and handover — one chain, bidirectionally synced
Cross-branch admin dashboard with group-level KPIs and per-branch detail views

Challenges

  • Paper-based site capture — every measurement re-typed into 2–3 different systems before reaching a customer quote
  • Per-branch Excel pricing — no central catalog, drift between branches, no version control
  • No audit trail for handover — signatures collected on paper, photographed, and emailed with no central archive
  • Status fragmented across tools — measurement, quote, order, installation, handover, and invoice spread across 4–5 disconnected systems per branch
  • No group-level visibility — cross-branch KPIs and reporting required hand-collected monthly numbers
  • Slow branch onboarding — each new location rebuilt the same Excel-and-email workflow from scratch

Solution

A multi-tenant field-to-invoice platform with subdomain-based data isolation per branch, dynamic product-aware forms, an end-to-end document chain, and AES-grade e-signature — covering every step from field measurement through customer-signed handover.
  • Multi-step field measurement wizard with configurable, product-aware forms — every product category (awnings, patio roofs, glass enclosures) and model adapts the visible fields automatically
  • Branch-private workspaces on one shared platform — each location has its own dedicated portal where staff see only their own customers and projects, while every branch runs on the same forms, document templates, and approval workflow
  • End-to-end document chain — measurement, quote, deposit invoice, final invoice, and handover — with branch-aware PDF templates, Terms & Conditions management, and embedded branded letterhead footer
  • Bidirectional status sync between measurement and quote — moving one side automatically advances the other across the 14-step pipeline
  • AES-grade e-signature plus tokenized public sign links for remote handover acceptance
  • Group-level admin dashboard with cross-branch KPIs, role-based access (admin / office / user), and per-branch SMTP with per-user override

How It Works

1
Capture on site
Field team walks through the multi-step measurement wizard on tablet or phone, capturing customer details, dimensions, photos, and an on-site signature in one flow.
2
Quote & document
Office turns the measurement into a customer quote with one click — pricing from the shared catalog, photos embedded, Terms & Conditions attached, branded PDF auto-generated.
3
Sign & invoice
Customer signs on site or via a tokenized public link. Deposit and final invoices flow automatically, with status synced across the 14-step pipeline.
Per branchBranch-level isolation
4 doc typesMeasurement · Quote · Invoice · Handover
AES-gradeLegally compliant e-signature

Outcomes

  • Office teams reclaim 15+ hours per week per user — single mobile capture flows directly to quote, invoice, and handover with no re-typing, turning 3–4 day cycles into same-day quote turnaround
  • Customer handover signatures captured digitally — in-app for on-site sign-off, public link for remote acceptance — with full audit trail per branch
  • Each branch operates inside its own data scope while sharing one workflow, document chain, and product catalog
  • Cross-branch KPIs (measurement count, quote conversion, revenue, and installation capacity) available in real time on the admin dashboard
  • New branches onboarded by issuing a subdomain — same workflow, invitation flow, and role assignment with no per-branch rebuild
  • Every job tracked centrally across a 14-step pipeline with full status history; office and field teams see the same view
Timeline: Each branch activated by issuing a subdomain and inviting users — no per-branch rebuild required. Paper, Excel, and disconnected tools replaced with one unified workflow across every branch.
Field measurements on paper, quotes in Excel?
Unify your field-to-invoice cycle across every branch — without losing branch autonomy.
Digitize Your Field Workflow