THE CHALLENGE

Tolin needed faster, more accurate quotes and stronger data to back them up

Tolin Mechanical, headquartered in Denver, is a commercial HVAC service provider supporting complex equipment portfolios across the Rocky Mountain region and beyond. The team serves a range of commercial and institutional customers, with a focus on consistent, data-backed service delivery. As proposals grow more detailed and asset-specific, the team needed a faster way to access complete equipment information without adding extra steps in the field or office. Maintaining speed while increasing accuracy became a priority, especially across larger, multi-site opportunities.

APPROACH

Captured asset data during everyday work and made it usable for quoting

Tolin incorporated dataplate capture into routine field workflows, using Optical Character Recognition to extract key equipment details from photos already being taken on the jobsite. That information is enriched and organized into complete asset records, giving the team immediate access to specifications like tonnage, age, and refrigerant type without manual lookup or additional site visits. “We take on all repair risk under full-service contracts, so having access to accurate equipment age and refrigerant data helps us proactively manage that risk.”– Mike Essig, Director of Operations, Tolin Mechanical

IMPLEMENTATION

Connected field capture directly to the quoting process

Each dataplate photo feeds into a centralized system where asset data is automatically structured and made accessible across service and sales workflows. As quotes are built, the team can reference accurate equipment details in real time, reducing time spent gathering information and improving consistency across locations and asset portfolios. “I’d rather just run an enriched data report and have it in five minutes. We’re pulling tonnage and key specs instantly — no site revisit, no decoding model numbers.”– Mike Essig, Director of Operations, Tolin Mechanical

Faster, more accurate quotes

Enriched asset data from the field cuts quote prep time and reduces errors, enabling faster turnaround and higher customer confidence.

Stronger customer trust

Asset-level insights give Tolin's team the data to lead informed, proactive conversations about equipment condition, risk, and capital planning.

THE IMPACT

What changed when asset data drove every quote

Tolin Mechanical evolved from using XOi for documentation to using it as the data foundation for faster quotes, stronger customer relationships, and a more confident advisory position, delivering a more transparent, data-driven experience on every account.

60%

reduction in quoting time

Quote preparation time dropped from 5 hours to 2 hours — a 60% reduction per deal

$189

saved per quote

$47k

in annual labor savings

99%

of all technician leads come through XOi (up from 40%)

15%

total tech generated lead volume increased in 90 days

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“I’d rather just run an enriched data report and have it in five minutes. We’re pulling tonnage and key specs instantly — no site revisit, no decoding model numbers.”
Mike Essig
Director of Operations, Tolin Mechanical

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Time to live your own success story

We’ve transformed asset data into actionable intelligence for stakeholders across the ecosystem.