At a glance
The challenge
Leads, estimates, contracts, crew scheduling and invoicing were spread across nine apps, so every handover between sales, the office and the crews meant re-entering the same job.
What we built
A system built around how Green Turtle sells and refinishes pools: leads in from their messaging tool, estimates from their own price book, customer approval online, one-click work orders, branch dispatch boards and a crew app with their checklists.
The results
- From 9 apps to 3, from first lead contact to invoice
- Estimates built from their own price book, with margin visible as they go
- Approved quotes become work orders in one click
- Crews run every job from a checklist built for pool work
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Get DemoNine apps between a lead and an invoice
Green Turtle is a family-owned company that has been refinishing fiberglass and concrete pools since 1995. Its crews resurface and repair pools, convert vinyl pools, refinish tanks and install new above-ground cocktail pools, with offices serving both the Palm Beach and Orlando areas.
The work itself is precise. Every resurface starts by checking the water table before any water comes out, and crews record the epoxy colour and batch on every pool. The business around the work was less tidy: from the first message from a homeowner to the final invoice, a job passed through nine different apps.
“Initial lead contact through invoicing used to be 9 apps prior to Fieldproxy, now we're down to 3. Genuine productivity improvements.”
What we built: one job record, from first message to final invoice
Instead of asking Green Turtle to adopt a generic CRM, Fieldproxy followed a pool job through their business and set the system up step by step.
Leads in automatically
A new contact in their customer messaging tool becomes a lead in Fieldproxy, tagged by branch, zone and pool type, and status changes flow back.
Estimates from their price book
Built section by section in Green Turtle's own order, from pool coating to perimeter tile to shell cracks, with repair-only pricing and adjustments by zone.
Margin while you quote
As an estimate is built, the salesperson sees labour hours, materials, overhead and profit per man-hour before it goes out.
Approval online
The homeowner gets a branded page, picks the options they want and signs. Contracts and documents go out for e-signature from the same record.
One-click work orders
An approved estimate becomes a work order with one job per service, carrying the hours, price and crew payout, onto each branch's dispatch board.
A crew app built for pools
Drive and work timers, before-and-after photos, and checklists for the water table, the baseline audit, epoxy application, equipment and check-out.
When the job is done, the customer automatically gets the aftercare and filling instructions, and the invoice is raised in QuickBooks, where the customer record is already waiting.
Asking instead of digging
The Command Center is now the office's home screen. Staff ask in plain English about the backlog, crew capacity, quotes that were approved but not yet converted, or finished work that has not been invoiced. It can schedule or assign a work order, convert an estimate or change a status, with a confirmation step every time.
“Once you've designed and implemented Fieldproxy's customized CRM system, you'll never go back to one of the big off the shelf products.”
What Green Turtle would tell another business
“It's designed, built and tweaked around our workflow, rather than us having to modify our workflow around an off the shelf CRM product.”
The system has kept changing as the business has: new reports, customer letters, new connections and the Command Center have all been added along the way, each one shaped to how Green Turtle already works.
How it went
Year 1
Booking, backlog and sales reports set up their way.
Next
Their lead tool and QuickBooks connected.
Today
The Fieldproxy AI Command Center is the office's home screen.
“I wish I'd made this decision to switch much earlier than I actually did.”
