WFProd-Work

C A S E S T U D Y :

Aerospace Fastener Distributer

This client works with large corporations and solves many of their logistics and sourcing issues. They first contacted us in 2006. At that time they were using Quickbooks, but they needed professional looking sales orders and invoices. They were doing them by hand in Excel so they could get their logo and terms on them, but they were just being saved in a folder.

We copied all their data out of Quickbooks and put it into a custom system. This immediately reduced their data entry activities by thirty percent. The new system protected their Sales Orders and Invoices so that when a change was made it required approval from management as well as the customer or vendor. Soon after, Quickbooks was limited to just financial transactions which cut back on data entry even more.

Over the years this client has come to us for various projects. Recurring projects sometimes involve messy data supplied by their clients. We organize it or give them automated import tools. This allows them to easily quote lists of parts in minutes rather than hours or days.

Efficient quoting is important to them because a bid that is lost is wasted effort. One surprising benefit is that they are often the first bidder. Over the years this has earned them a level of respect in the bidding process.

In 2025 they wanted improvements to their allocation system. The allocation system makes it so employees can't ship parts unless it is the next priority by due date. They wanted an update to the algorithm that would give more lead time on parts covered under a particular contract. Making it automatic removes employee error from the equation and saves them from shipping late.

C A S E S T U D Y :

Roofing Company

In 2023 the office manager to a roofing company called us and asked for an app for his sales team. They would sometimes leave off important details from a lead, like the phone number. He wanted a simple data collection app that sales could use on their phone. The key feature was that the submit button would check that all the fields were filled out and warn the sales rep if something wasn't right. Easy peasy.

We provided him with his app in two hours and fifty minutes.

He was very excited. We ended up doing ten more hours of work the next day and he started using it the following day.

He only needed thirty six hours of our time for all of 2023. But eventually, he had more ideas and in 2024 started adding modules. In 2025 he basically doubled the size of the system which allowed him to automate the remainder of his business.

C L I E N T T E S T A M O N I A L :

As operations manager, it was my responsibility to purchase software for my unit. We outgrew our in-house Filemaker database and had to get a real lab management system. Over six years we went through three different systems, each vendor costing more than the last.

By the time we started talking to Justin at Workflow Products, my colleagues and I had a great deal of experience with the whole process and we knew a few things for certain.

• Buying software is hard.

• Switching over to the new software is time consuming.

• Training on new software is time consuming.

• Making changes to software is a slow process.

• Vendors cannot be trusted to deliver on everything they promise.

And then there was Justin. I've done three of these switchovers and every problem that we had encountered previously was sidestepped by this new plan. For example, there was no training budget. The plan was, if training was needed, then the program needs to be adjusted to either work more like the current system or it needs instructions embedded into the screen. It felt too good to be true but also seemed like it could work. The risk was that it would take too long and never get completed, but I could evaluate the risk with a small trial. Then, if the program wasn't done within the budget, I would avoid a lot of work on yet another failed project.

I was harder on them than any prior company, but my experiences proved it was justified. We talked on and off for months after that. Can he deliver? I don't know, but it was the plan that stuck in my head. It was a good plan.

Sometimes he said the right things, sometimes he over-promised and my experience told me not to believe him. Eventually we agreed to move forward, but we weren't going to do the switchover unless I got full support from the staff.

The new system was basically the old system, but faster. There were bugs, and after an hour we shut it down. We tried again a week later and there were more bugs. On the fourth try all the staff gave approval. Several staff asked when the switch would occur because at least this system was faster.

It went well, but I was not on board. My experience told me that everything was moving way to fast. We had found lots of problems with past systems that didn't crop up until days or weeks later. However, the staff was all in agreement and the new system was, at least, faster. It made sense to move forward.

We turned off the old system and made the switch. The plan was that we needed many changes to the system as soon as possible.

It took much less time on the phone to request changes compared to prior developers. Sometimes I would have Justin show up on site and take requests from staff directly. That saved me a lot of time.

I want to emphasize one thing above all others. All previous vendors had failed to live up to their obligation to import the data from the previous systems. Justin had all the data from the current system in the new system on day one of the switchover. The other three systems went quickly, I think about two weeks and they were all imported and verified by staff. We were able to remove four software programs from staff computers and remove four servers from the maintenance schedule.

It turns out switching over to a new software package doesn't have to be time consuming. Training is not a necessary part of switching. Making changes to software can be a short conversation followed by a short wait. And some vendors can, in fact, be trusted. But buying software remains hard. I would never buy software again if Justin could take the project.

H. SAENZ
Operations Manager [Retired]
UNT Center for Human Identification

C A S E S T U D Y :

Classified Ad Sales

This client came to us because they were using a DOS application to enter and quote ads.

It was a simple problem and we quickly converted the DOS app into a modern application. All their issues such as speed, remote access and various reporting problems were immediately fixed.

This client still calls us for various IT related issues from time to time but hasn't made significant changes to their system since 2016.

C A S E S T U D Y :

Concrete Fence Construction

This company had a spreadsheet-based quoting workflow and the employee that was maintaining it left the company.

They wanted something better but didn't know what exactly. The plan was to replace the current setup with a desktop application so it was more reliable, more accurate and quicker to get the quote sent out.

After it was working they asked for a couple of improvements and they were off and running.

Before the project was over they had us take over their other databases. After a few quick bug fixes they were working well but from time to time we help them with changes, bug fixes and updates to their processes. They still call from time to time.

C A S E S T U D Y :

Small Business Coaching

This government funded organization coaches people who want to start a small business or have a business but they want to do government contracting.

They had a great deal of government supplied data but weren't able to sort, query or present it effectively.

We gave them a web application that does everything for them and they're very happy with it.

C A S E S T U D Y :

Calibration and Measurement Equipment

This company sells, repairs and certifies the accuracy of measurement and inspection equipment. They came to us when their existing software consultant became unavailable.

We were able to take over the program with a minimum of fuss and fix their issue.

Soon they contacted us to create a web portal for their customers. Their clients can do all kinds of stuff from the portal and is saves them a lot of labor. Clients regularly print certificates, purchase equipment and check for equipment that is coming due for re-certification. It's estimated that in a given week they save around fifteen hours of work. Payback time on the portal was swift.