CMS Controls specializes in building automation, providing control over air conditioning, lighting, and other systems for complex facilities, including high-rises, government buildings, and laboratories. Their clients require seamless automation and real-time visibility into operations via a "single pane of glass."
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The Challenge: Managing Complex Building Automation Projects Efficiently
Before Quickbase, CMS Controls relied on Google Sheets and Excel to manage project data. While this approach worked initially, it quickly became inefficient as the company grew. Challenges included:
- Difficulty tracking multiple project estimates and opportunities
- Limited visibility into vendor pricing updates
- Cumbersome workflows requiring significant manual data entry
- A need for better integration with other business tools
Recognizing these inefficiencies, CMS Controls sought a solution to streamline operations and improve data management.
The Solution: Implementing Quickbase for End-to-End Visibility
General Manager Eric Diaz had prior experience with Quickbase and saw its potential to address CMS Controls' challenges. The team evaluated various alternatives, including Monday.com, Trello, and Power BI, but found that these tools lacked the flexibility and automation capabilities required for their operations.
"We tried Monday, we tried Smartsheet, we even met with Google Sheets experts, but nothing fit quite like Quickbase. I had used it before, and I knew it could handle our growing needs."
With Quickbase, CMS Controls built a comprehensive project lifecycle application covering:
- Opportunities & Estimations – Managing sales opportunities, estimates, and vendor pricing updates in real-time.
- Project Tracking – A centralized system for planning, implementation, startup, and closeout phases.
- Work Requests & Invoicing – Automating workflows for service requests and financial tracking.
- Vendor & Material Management – Ensuring up-to-date pricing and inventory tracking through automated pipelines.
By integrating Quickbase with Sage 300, CMS Controls achieved a near real-time, one-way data flow, significantly improving financial tracking and forecasting.
The Impact: Faster Decision-Making & Greater Operational Efficiency
Since implementing Quickbase, CMS Controls has transformed the way it manages data and projects. Key benefits include:
- Drastic Reduction in Data Processing Time –"Providing a cost breakdown for a client used to take us days—now we can pull it up in two minutes," Diaz shared.
- Improved Visibility & Accuracy – Automated data updates eliminate manual errors and ensure teams work with the latest information. "Now we always know our estimates are accurate, and we're not guessing anymore," said Diaz.
- Greater Efficiency in Estimating & Pricing – Automated vendor pricing updates prevent outdated estimates, reducing financial risk. "We don’t have to chase down vendors for pricing anymore. It’s all in Quickbase, and that’s been a game-changer for us."
- Consolidation of Tools – Quickbase replaced Google Sheets, Trello, and Monday.com, streamlining operations and reducing software sprawl.
Expanding Quickbase Across the Organization
CMS Controls aims to fully integrate Quickbase into all aspects of its business, replacing Power BI for most reporting needs. The next phase includes expanding the use of Quickbase within its parent company, Maxair Mechanical, and developing additional applications for:
- Tool & Material Tracking
- Maintenance Agreements & Service Requests
- Software Updates & Compliance Management
"I want to get everyone in here," Diaz emphasized. "Our goal is to eliminate the need for Power BI for everyday reporting and have everything in Quickbase. That’s the future."
Quickbase has revolutionized CMS Controls' operations, enabling faster data analysis, streamlined project management, and improved financial tracking.
"It’s my daily meditation. I just love building solutions in Quickbase.”
