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Sample Projects
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Import to General Ledger
Industry: Construction
Business Need:
Get data from estimating spreadsheets into the general ledger accounting system. Users had previously entered the data manually, which was very time consuming and prone to error.
Solution:
We created a spreadsheet between the estimating spreadsheets and the general ledger accounting system that pulled the relevant estimating data then converted the data into a format that could be directly imported into the general ledger. The solution also validated that all of the estimating data was accurate and identified errors before importing into the general ledger.
Benefits to the Client:
The solution saved the client over 2,000 hours of manual entry per year and significantly increased the accuracy of the data entering the general ledger.
Project Budget System
Industry: Construction Management
Business Need:
The client manages high-end, single family residence projects, and one of their most important functions is to manage the budget, including contract amounts, estimates, change orders and actual billings. The process is extremely complex, and in the past they relied on spreadsheets that changed from project to project, were prone to errors and did not capture and report all required data effectively.
Solution:
We built a multi-sheet solution that required many formulas and functions and relied on extensive coding to summarize and analze all data. We also created several input forms to standardize the data being captured and to make data entry more efficient. We created several Pivot Tables that automatically update to present data to clients in the required format.
Benefits to the Client:
The solution standardized the budgeting process and created a model that did not need be modified for each project. The solution increased efficiency and accuracy.
Estimating and Contracting System
Industry: Fire Detection
Business Need:
Create an security service estimating system that includes a 20-page contract. The client had a estimating spreadsheet that was very cumbersome to use and was prone to errors. Additionally, they had a long service contract that included numbers and terms that were fed from the estimating spreadsheet. Completing the contract took a lot of time and was also very prone to user error.
Solution:
We combined the estimating spreadsheet and the contract into one Excel file. We separated estimating inputs from calculations to make the spreadsheet easier to use and more accurate. All relevant estimating information was automatically entered into the appropriate locations in the contract to ensure complete accuracy. Finally, we built a powerful and efficient printing function that allows users to print exactly what is required for each customer.
Benefits to the Client:
Return on Investment Marketing Piece
Industry: Medical Equipment
Business Need:
The client needed to communicate the return on investment of their products to doctors in an attractive, easy to read marketing piece. Users needed to be able to complete the analysis quickly and easily while in front of doctors and to convert the analysis into a PDF file that they could print or email.
Solution:
We constructed a spreadsheet that separated inputs from the analysis, and simplified the number of inputs required to complete the analysis. We also used the companies color scheme and logos to create an attractive marketing piece that fit well with the company’s other printed material.
Benefits to the Client:
Customer Feedback System
Industry: Insurance
Business Need:
Create a system to quickly and accurately capture and analyze customer feedback. The client solicited and received feedback from customers that rated responses on a 1 to 5 scale. Customers would complete the form by entering numbers for each question and then the client would manually transfer the scores to a spreadsheet that calculated average scores. The system was time consuming and prone to data entry errors and broken formulas from adding and deleting rows to the spreadsheet.
Solution:
We created a two part spreasheet solution. First, we created a feedback spreadsheet form that allowed customers to select their 1 to 5 scale response using radio buttons. This was convenient to customers and ensured data accuracy. Second, we created a compilation spreadsheet from which the client could open each feedback spreadsheet. Upon opening each feedback spreadsheet, response numbers were automatically entered in the compilation spreadsheet and all formulas were automatically updated.
Benefits to the Client:
Payment and Billing System
Industry: Trucking
Business Need:
The client hauls thousands of loads per year for dozens of customers, mainly hauling fruits and vegetables for growers in Central California. The client needed a quick, efficient and accurate method of tracking all pertinent information about each load so that they could easily bill customers and pay drivers.
Solution:
We built a mulit-sheet spreadsheet that included custom built forms used to enter and edit load data. We also built two reports – one for customer billing and one for driver payments – that provide the great flexibility in how the data is selected, organized and presented.
Benefits to the Client:
Litigation Support Analysis
Industry: Lumber
Business Need:
The client was a party to litigation that relied heavily on the analysis of a large volume of data. The analyis was very complex and could not be accomplished using normal spreadsheet fucntions. The client had to demonstrate that the analysis and resulting calculations were correct.
Solution:
We built several complex routines using Excel VBA that stepped through each piece of data and applied a set of business rules to perform several calculations. The routines then wrote the calculation results back the spreadsheet and summarized the results for management review.
Benefits to the Client:
Finance Reports
Industry: Biotechnology
Business Need:
The client’s Finance department is responsible for analyzing several metrics related to the operation. In the past, reports were painstakingly created by manually compiling data from several sources into spreadsheets and performing sets of repetitive steps to analyze the data. Many of these processes and reports are passed assigned to different team members each requiring a lot of training.
Solution:
We developed procedures that allow the client to automatically upload required data and then systematically build the various reports with the click of a button.
Benefits to the Client:
Automated Leasing Analysis System
Industry: Real estate servicing
Business Need:
Move tenant and leasing data from the system of record into a property spreadsheet for further analysis and review. Because each property could include one to several dozen tenants each property spreadsheet had to have rows added or deleted and formulas updated. Users previously modified each spreadsheet depending on the number of tenants and then manually entered data from the system of record. The process was time consuming and prone to errors due to steps to add and remove rows and to update formulas.
Solution:
We modified the spreadsheet to accept imported tenant and leasing data directly from the system of record. We then added functionality to the spreadsheet where – with the click of a button – the spreadsheet would automatically add or remove rows, modify formulas and analyze the data.
Benefits to the Client:
Lab Testing Management System
Industry: Energy
Business Need:
The client is a major oil company that engages 100 labs to perform dozens of tests on petroleum products. Results are then collected and combined in a single spreadsheet where they are analyzed and outliers identified. The spreadsheet was very cumbersome to use and performance was extremely slow, often requiring several minutes to recalculate after test results were uploaded. The upload would also crash if any of test result files contained errors.
Solution:
Quickly analyze the spreadsheet and suggest modifications to improve performance and stability. We then implemented several targeted changes that addressed the performance issue and elegantly managed problem test results without affecting the overall upload process.
Benefits to the Client:
Meeting Minutes Management System
Industry: Construction Management
Business Need:
The client used Excel to manage client meetings and meeting minutes. Excel was chosen over Word because it allowed the client to easily manage individual discussion items and to-do’s. While Excel’s rows and columns layout provided an easy mechanism to track meeting items, the spreadsheet was cumbersome, formatting was inconsistent and error-prone.
Solution:
We created a new spreadsheet that provided tools to manage minute item entry and updates. The spreadsheet also provide workflow capability that ensured that established processes to create and updates meeting minute reports are followed. Most important, the spreadsheet produced well structured and well formatted minutes reports, and included tools to automatically create and email PDF reports.
Benefits to the Client:
The new meeting minutes report were easy to manage and maintain and they saved many hours of manual manipulation each week. The report also ensured that all reports produced by all project managers on all projects were consistent and professional.
Construction Contract Addendum System
Industry: Construction
Business Need:
The client creates an addendum to construction contracts that combine text and calculations. The client attempted to combine elements from Word and Excel into a single document; however, results were very inconsistent from one addendum to the next, contained errors and the final document did not look professional.
Solution:
Rather than attempting to combine text elements from Word and calculations from Excel, we utilized Excel to produce the entire addendum. We provided tools to enter the text elements and tools to perform needed calculations. When all data was entered the spreadsheet performed a spell check then created a well-formatted addendum will all required elements. Leveraging experience gained from similar projects, we were able to complete this project very quickly.
Benefits to the Client:
The spreadsheet produced addendums that were consistent, perfectly formatted and accurate. The spreadsheet was much easier to use than its previous version and saved the client many hours to produce the addendums.
Patient Pickup and Drop-Off Management System
Industry: Transportation
Business Need:
The client provides transportation services (pickup, drop-off and return) to clients who cannot get any from their doctors offices. They complete hundreds of pickups and returns daily, utilizing dozens of drivers. Dispatchers need to be able to very quickly enter pickup information and receive real time information about delays. The client previously used a web based system to manage this operation but the system was inflexible and required to many steps to enter vital information.
Solution:
We created a spreadsheet that was shared by several dispatchers who are able to very quickly enter pickup and drop-off times. The system reduces the amount of typing required, instead entering data via mouse clicks. The system also alerts dispatchers to delays by highlighting data in orange and red when there are delays.
Benefits to the Client:
The innovative spreadsheet saves the client precious seconds each time data is entered by utilizing the mouse over typing. The system also improves operational performance by automatically changing background colors in real time.
Inventory Control Report
Industry: Automotive Sales
Business Need:
The client is a major autotive dealership in the San Francisco Bay Area. The Marketing department creates a weekly inventory report that combines and analyzing data from two online sources. The report is very cumbersome to create and is very prone to errors.
Solution:
We re-wrote the spreadsheet report with complex VBA code that parses and analyzes data into a concise, accurate report. The user is now only required to paste data from the online sources into the report and click a button to generate the report.
Benefits to the Client:
The report used to require six to eight hours to complete, but not requires less than five minutes. Furthermore, the report is always accurate.
Inventory Control Report
Industry: Automotive Sales
Business Need:
The client is a major autotive dealership in the San Francisco Bay Area. The Marketing department creates a weekly inventory report that combines and analyzing data from two online sources. The report is very cumbersome to create and is very prone to errors.
Solution:
We re-wrote the spreadsheet report with complex VBA code that parses and analyzes data into a concise, accurate report. The user is now only required to paste data from the online sources into the report and click a button to generate the report.
Benefits to the Client:
The report used to require six to eight hours to complete, but now requires less than five minutes. Furthermore, the report is always accurate.
Time Card Management System
Industry: Construction
Business Need:
The client is a regional construction company that has historically managed weekly time cards manually. They recently started several larger jobs that require an automated time tracking and timecard reporting system.
Solution:
We created a time entry and reporting system that reduces the time to enter time cards by over 75% and that automatically produces weekly time reports for each employee. The system produces time reports in Excel, PDF or printed formats. The solution saves the clients several hours each week and increased accuracy.
Benefits to the Client:
The time tracking system reduces the time to enter employee time by over 75%. The automated reports are created in less than five minutes and ensures 100% accuracy.
Insurance Rate Analysis and Report System
Industry: Insurance
Business Need:
The client is a regional health insurance company that offers dozens of plans from several providers. Rates from the various plans change quarterly and the client must be able to quickly analyze thousands of rates to present the best options to their clients.
Solution:
We created a spreadsheet that allows the client to automatically imports thousands of rate coverage records in one step. The spreadsheet then categorizes the rate records into predefined buckets, summarizes the data into an easy-to-read report and highlights the best values. Finally, the spreadsheet converts the report to PDF format for easy distribution.
Benefits to the Client:
Benefit to the Client: The rate analysis and report system reduces the time required to prepare data by over 90%. The automated reports are created in less than two minutes and ensures 100% accuracy.
Commission System
Industry: Medical Devices
Business Need:
The client sells medical devices to hospitals and to doctors. They use a complex commission model that they have historically managed manually via a simple Excel spreadsheet which was very cumbersome, time consuming and prone to error.
Solution:
We created a spreadsheet that provides much better controls over the data input process and automates commission calculations. The solution also includes several reports and exports data to the client’s accounting system.
Benefits to the Client:
The commission system reduces the time required to calculate monthly commissions and increased accuracy. The system also simplifies the process of modifying commission structures.
Cash Workflow System
Industry: Banking
Business Need:
Move deposit data from mainframe system of record into a cash workflow spreadsheet that calculates a series of cash disbursements based on complex rules. Users had previously entered the data manually while viewing the source data on a computer screen and then manipulated the spreadsheet to make the correct disbursements. The process was time consuming and very prone to error.
Solution:
We created a new spreadsheet that automatically computed all cash disbursements and created a formatted report for customers, automatically adding and hiding rows as required. The spreadsheet included a “landing” sheet where users copy and paste source data from a mainframe screen. While copying and pasting the data required a manual step, it was a simple step that was easily completed without error and did not require a much more expensive solution that attempted to access the data automatically.
Benefits to the Client:
The solution saved the client approximately 5,000 of manual labor each year and significantly increased accuracy for customers. The approach to manually copy and paste data from the mainframe system of record saved the client thousands of dollars and several weeks of effort.