THE CHALLENGE

Too many disconnected tools were slowing quotes, approvals, and cash flow

Design Mechanical used a mix of COINS ERP+, Fluix, and Excel spreadsheets to document work, generate quotes, and manage strategic account processes. That patchwork created heavy manual data entry across multiple systems, slowed quoting from hours into days or even weeks, and made it harder to provide clear proof of work. The delays affected quoting, billing, customer approvals, and revenue collection, while also limiting the company’s ability to support safety reporting and strategic account workflows more efficiently.

APPROACH

XOi streamlined quoting, proof of work, and workflow automation across the business

With XOi, Design Mechanical created customized workflows and reports that improved quoting speed, strengthened proof-of-work documentation, and supported safer, more automated field processes. The team used XOi alongside NorthBoundary and equipment data to accelerate repair quoting, automate alerts, and create more complete service records with photos and videos. The platform also helped the company identify end-of-life opportunities, improve strategic account service, and gain better visibility into technician performance.

IMPLEMENTATION

Used connected workflows and visual documentation to speed approvals and reduce disputes

Design Mechanical implemented XOi to eliminate toggling between applications, reduce manual copy-and-paste work, and make quoting and documentation easier for technicians in the field. As Nicholas Gonzales put it, "XOi should be the standard for businesses that want to provide the most value to the customers while simultaneously providing back up to the technicians out in the field." The team also built safety questions and conditional logic into workflows so concerns triggered job hazard analysis processes and alerted the safety team right away.

Revenue growth accelerated

By reducing quote turnaround from days or weeks to just hours and typically receiving approvals within 24 hours, Design Mechanical increased revenue by 20%.

Documentation and customer approvals improved

The company increased customer approval ratings by 80%, reduced invoice disputes by 65%, and eliminated check-in and check-out call times through stronger documentation and automated workflows.

THE IMPACT

Design Mechanical improved quoting speed, customer approvals, and revenue with connected service workflows

By replacing fragmented manual processes with digital workflows, visual proof of work, and faster quoting, Design Mechanical streamlined technician and sales coordination, reduced billing friction, and created more room for business growth.

• 20% revenue increase
• 24hr quote-to-approval turnaround
• 80% increase in customer approval ratings
• 65% reduction in invoice disputes
• 99% of all technician leads come through XOi (up from 40%)
• 15% total tech generated lead volume increased in 90 days

"XOi should be the standard for businesses that want to provide the most value to the customers while simultaneously providing back up to the technicians out in the field."

Nicholas Gonzales

Service and Operations Coordinator

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