Snapshot

• Team Size: 3 (Family-operated)

• Previous Tools: 5 Spreadsheets, 1 Physical Whiteboard, 1 External Hard Drive

• Key Outcomes: 80% reduction in admin time; 100% elimination of "Information Silos"

The Challenge: The "Whiteboard Bottleneck"

Before ForestTrack, Josh and his team of 3 at FLAMINGTREE Solutions operated on a system that kept them in the dark.  With project data trapped on a home office whiteboard, project data buried in Excel files or an external hard drive, the team had zero real-time visibility.

These hidden costs were costing the company 10+ hours per month:

• Zero Mobile Visibility: Josh would be working in a different state and have to call Tammy to “snap photos of the whiteboard” because he didn’t want to forget something.

  
  

• Manual Data Friction: “Click heavy” workflows meant more time was spent updating different spreadsheets as compared to just doing the work. 

  
  

• Disconnected Team: The team had “no clue” what was happening in real-time.  Communication was more reactive, requiring phone calls, and digging through fragmented spreadsheets and folders in Google Drive. 

The Solution: A Single Source of Truth

Josh replaced his manual systems with ForestTrack to centralize his consulting forestry operations and accounting into one mobile-accessible platform. This moved the company’s "brain" from a physical wall to the cloud.

• Centralized Project Management: Replaced the whiteboard and spreadsheets with a digital Projects page. Now, team members (like Nate in a different location) can log in from anywhere, even from school, to see active Forest Management Plans and project statuses instantly.

  
  

• One-Click Invoicing: Swapped manual Excel manipulation for time-based, automated invoicing.

  
  

• Real-Time A/R Tracking: Enabled mobile access to Accounts Receivable, allowing Josh to create Invoices and track "unpaid invoices" while in the field.

The Results: Professionalism at Scale

1. Drastic Efficiency Gains

Team updates and admin work dropped by 80%, from 10 hours to 2 hours per month.  By storing everything in one place, Josh has reclaimed hours of administrative work each month to get even more proposals out and enjoy free time in his shop.

2. Institutionalized Knowledge

The "Common Picture" has eliminated the need for status-check phone calls. When a new job is picked up, it is entered as a Prospect and visible to the entire team immediately. The business no longer pauses when the founder is in the field.

3. Professional Brand Identity

Moving away from inconsistent Excel templates to professional, logo-branded invoices has elevated the firm’s image. As Josh puts it:

"We’re extremely happy with how the invoice looks."

4. Readiness for Expansion

By removing the "Mental Load" of tracking 5 spreadsheets, Josh has built a foundation for growth. The business is no longer limited by the physical size of a whiteboard or the memory of the owner.