Case Studies 

Midcoast Outdoors - Independent Sales Agency

CASE STUDY · MIDCOAST OUTDOORS

From Spreadsheets to a Centralized Rep CRM

December 2023 – January 2024 · 3-person rep group · Monday Work Management · Custom CRM · Route Optimization

Operational in < 21 days Multi-brand CRM (shared dealers) 100% mobile adoption
400+Active dealers managed
5Brand dashboards integrated
21 daysFull operational setup
60% fasterTrade-show prep & reporting

⚠️ The Rep Reality (Pain Points)

  • No multi-brand visibility: the same dealers appeared on different brand spreadsheets with no unified CRM view.
  • No mass outreach: reps couldn’t email all accounts by brand or track engagement.
  • Trade-show disorganization: meeting times and notes lived in text threads and notebooks, not a system.
  • Manual routing: trip planning done by hand in Google Maps, disconnected from account data.

💡 Solution

  • Unified CRM in Monday.com: all brand boards (Teva, Cotopaxi, Grand Trunk, etc.) linked to a single dealer list.
  • Mass Email Integration: send ATS files and assets to filtered dealer groups, log opens and deliveries automatically.
  • Trade Show Tracker: GOA & ATX schedule boards with meeting times, rep assignments, shared notes, and outcomes.
  • Route Builder: pull dealer addresses from the CRM into eMaps, generate optimized routes, and sync to Google Maps.
  • Live Dashboards: season-over-season totals, order progress, and active dealer stats visible per brand.

📊 Impact & ROI

  • Centralized operations: one workspace for dealers, brands, meetings, and follow-ups.
  • 400+ accounts unified across five brands—duplicate entry eliminated.
  • ~400 hours saved per season from faster show prep, route planning, and follow-up.
  • Improved communication: all reps manage updates, notes, and emails directly from the field.
  • Scalable foundation: the system can expand as new brands are added.
“What began as five disconnected spreadsheets became a unified, mobile-ready CRM that tracks meetings, routes, and results across every brand.”

Dentsmart - Corporate Management

Case Study · Dentsmart LLC

From Spreadsheets to a Scalable Operating System

June 2024 – October 2025 · 50+ contractors · Monday Work Management · WorkCanvas · Custom CRM · AI Automation

Operational in < 30 days 96% adoption (non-technical team) 50+ active users Franchise buy-in in Year 1

⚠️ Challenge

Dentsmart (a non-tech-heavy automotive company) had outgrown spreadsheets and email threads: disconnected data, duplicate entry, missed field-to-office handoffs, no reporting, and low Salesforce adoption.

Goal: Deliver a simple, teachable system that any employee—field or office—could learn, duplicate, and scale.

💡 Solution

  • Month-1 launch: fully operational Monday-based OS; refined over 16 months.
  • Virtual departments: Corporate Ops, Estimatics, Sales & Marketing, HR, Tech Allocation, Custom CRM (Salesforce replacement), Finance & Payroll (Scale add-on).
  • WorkForms: website leads → boards with instant team notifications (no manual entry).
  • AI (Jan–Oct ’25): labeling, information extraction, and assignments to cut repetitive work.
  • Dashboards: executive KPIs + personal user views; SOP & training video library for non-technical staff.
  • Scale tier extras: time tracking, pay allocation, compensation reports; digital ops/sales/franchise playbooks in WorkCanvas.

📈 Results

11,926
Created content
49,560
Edits & usage
98,893
Centralized comms
1,399
Assigned items
914
AI actions

⏱ Time & Labor Impact

  • ≈ 7,340 hours saved (≈ 3.5 FTEs)
  • $220,000+ in recovered labor (@ $30/hr)
  • 96% adoption across non-technical users
  • 50+ users active across corporate & field teams

💰 ROI Summary

  • Operational launch: < 30 days
  • Salesforce dependency: Eliminated
  • Franchise buy-in: Year 1

“What began as spreadsheets and confusion became a teachable, user-friendly system that saves time, builds trust, and scales profit.”