What was the goal?

Beacon Daven sought to streamline their quote generation process and enhance client communication. Their existing system for providing quotes and tracking project progress was manual and time-consuming. They needed an automated solution to generate and send quotes based on specific parameters entered by potential clients via a website form, and a way for clients to view and interact with their projects. Additionally, the internal team needed a platform to manage client updates and project information.

They sought the expertise of Boom Automations to automate and centralize the quote generation process, client interactions, and internal project tracking.

Solution:

Our team developed a robust system using Airtable as the main database and Softr as the client-facing portal, addressing Beacon Davenport’s need for both client and internal team management. The solution included the following components:

1. Automated quote generation and delivery: When a potential client filled out a quote request form on the website, the system automatically calculated the quote based on preset parameters such as project scope, size, and complexity. The quote was then automatically sent to the customer, eliminating manual intervention and speeding up the response time.
2. Client portal powered by Softr:
   We created a client-facing portal using Softr, where Beacon Davenport’s clients could log in and access key project information. Clients had the ability to:
   • Request new quotes.
   • View their current and past projects.
   • Make updates or changes to active projects.
   • See important dates and timelines for different stages of the project.
3. Internal team dashboard: Alongside the client portal, an internal team view was developed, allowing Beacon Davenport’s team to manage client projects and send real-time updates. The internal team could use this platform to communicate with clients about project progress, share important updates, and ensure that both sides stayed aligned throughout the project lifecycle.
4. Centralized database in Airtable: Airtable served as the main database, storing all client data, quotes, and project details in a centralized location. This provided both the internal team and clients with a single source of truth for project management and allowed for seamless data updates across the system.

Results:

The new system significantly improved Beacon Davenport’s ability to provide accurate and timely quotes, enhanced client satisfaction through the use of a client portal, and reduced administrative overhead. Key outcomes include:

1. Faster quote turnaround: Automating the quote generation process reduced the time from request to delivery, improving the client experience and increasing the number of quotes processed.
2. Increased project transparency: The client portal provided a central hub for project information, allowing clients to track project progress in real-time, reducing the need for manual updates and improving communication.
3. Streamlined internal workflow: The internal team dashboard allowed the team to efficiently manage client projects, send updates, and track project timelines, reducing the administrative burden and improving internal efficiency.

Summing up

By automating Beacon Daven’s quote and estimate process and building a client portal with Softr, we helped the company improve its client communication and project management. The new system integrated Airtable as a centralized database, providing automation for quotes and delivering a more streamlined and transparent project experience for both clients and the internal team. As a result, the company saw faster quote generation, improved client satisfaction, and a reduction in manual tasks.