Challenges

Like many successful contractors taking on diverse projects, Keystone encountered several operational challenges that threatened to slow down their momentum. Key issues included:

1. Incomplete automations:
   Keystone’s Monday․com boards had minimal workflows set up for Bullfrog Spa orders, but they often failed or didn’t cover every step. Important tasks (like scheduling installations or ordering supplies) weren’t always created automatically, leaving staff to catch these manually.

2. Manual data transfers:
   There was a lack of seamless data transfer between QuickBooks, Monday․com, and Zapier. For instance, when a spa sale was made, details had to be re-entered in multiple places – from QuickBooks invoices to Monday․com project boards – increasing the risk of typos or missed information. This patchwork of tools in silos forced the team into double data entry and spreadsheet workarounds, eating up hours each week.

3. Misaligned boards & workflow Silos:
   The Monday․com setup had multiple boards for different stages of the spa order process (sales, scheduling, construction, etc.), but they weren’t optimally aligned. Because of this misalignment, information was fragmented, and team members had to constantly update each other to stay on the same page.

Faced with these challenges, Keystone Custom Pools knew they needed to act fast. The goal was clear: eliminate the inefficiencies and integrate their systems so that every Bullfrog Spa order would flow smoothly from initial sale to final installation and billing. To achieve this, they partnered with Camel Tech to rebuild their processes on a stronger foundation.. Enter Camel Tech.

Transformation and What We Implemented – At a Glance

Camel Tech collaborated closely with Keystone Custom Pools to analyze every step of their product order journey.

1. Workflow audit:

Camel Tech started by reviewing the client’s existing processes and incomplete setup across Monday.com, QuickBooks, and Zapier. This helped them identify automation gaps and inconsistencies in data flow between platforms.

2. End-to-end field mapping for improved data integrity across multiple boards:

Camel Tech helped setup 3 separate boards in Monday.com:

BullFrog sales board is used for tracking client details such as email, contact number, email and address, the related project name and status, order date, delivery date, notes related to the orders. Work orders for tracking work orders related to site prep, status of each additional product requested, sub contractor information, schedules etc. Final billing for tracking billing and related tasks such as billing status, invoice number, special notes etc. All crucial data fields (like customer info, product descriptions and models, pricing, installation dates) were mapped and linked between the multiple boards in Monday․com. This means accidental changes no longer led to data loss and eliminated discrepancies.

3. Dynamic work order & billing management using status-based task triggers:

To help reduce manual work, Camel Tech built custom automations in Keystone Custom Pools’ Monday․com CRM.
For example, automations now trigger task creation for additional services like unit startup and electrical setup, moving work orders into proper status-based groups. In Final Billing, updated workflows help move the items through respective groups and boards and through the different stages until completion, reducing clutter and manual sorting.
Now, every key stage (ordering, delivery, installation, final billing) is governed by an automation that either updates another board, notifies the next person in line, or syncs data to the connected systems.

4. Zapier integration & enhancements:

In Zapier, Camel Tech built a smart workflow that bridges QuickBooks and Monday.com to turn new invoices into organized, trackable tasks—automatically. When new invoices are created in QuichBooks, the automation detects specific products and generates relevant subtasks, thus eliminating the need for manual entry. This reduces errors, and speeds up project tracking. The result is a smoother workflow that helps teams stay on top of service delivery without missing a beat.

With these implementations, Keystone Custom Deck’s operational backbone for spa projects transformed dramatically. The new system isn’t just a patchwork of fixes – it’s a cohesive, automated workflow tailored to how swimming pool contractors work, ensuring that every spa project moves swiftly from sale to soaking without a hitch.

Results

The impact of Keystone Custom Deck’s automation overhaul was felt almost immediately. The company experienced significant, quantifiable improvements in their day-to-day operations and overall business outlook:

• Time savings & productivity gains: By eliminating manual data entry and cross-checking, Keystone Custom Pools reclaimed around 10 hours each week that were previously spent on administrative tasks. This is equivalent to around 40 hours a month of work given back to the team – time that is now spent on high-value activities like client communication, project planning, and on-site supervision rather than copy-pasting data. For a busy swimming pool contractors business, those extra hours are incredibly valuable, allowing project managers and coordinators to handle more projects with less stress.

• Data Consistency & Error Elimination: With a single source of truth across QuickBooks and Monday․com, Keystone Custom Pools achieved near 100% data consistency. Information flows seamlessly, so the numbers match everywhere – from the initial quote to the final invoice. In fact, manual errors in the spa order process have been reduced by an estimated 90%, effectively eliminating costly mistakes. This consistency gives management peace of mind; they know that every detail is accounted for and nothing is falling through the cracks.

• Improved billing accuracy & cash flow: Final billing is now spot-on. Every feature and add-on a customer ordered for their Bullfrog Spa is captured in Monday․com and automatically reflected in QuickBooks, ensuring the final invoice is 100% accurate on the first send. Customers receive a correct, itemized bill promptly upon project completion, which in turn has improved customer trust and satisfaction.

• Full workflow visibility: The days of guessing and constant status meetings are over. Keystone’s team now enjoys real-time visibility into each project. Sales knows exactly when an installation is scheduled, the construction team knows when the product was ordered and arrives, and management can see progress across all active jobs on one screen. This transparency has led to better coordination among departments and faster issue resolution. In short, the organization is more proactive and agile, instead of reactive.

• Capacity for growth: Perhaps most importantly, the new automated workflow has unlocked Keystone’s ability to scale. With efficient processes, the team can now handle a higher volume of orders (projected at 50% more annually) without needing to hire additional coordinators. Essentially, automation has future-proofed their spa and pool division – positioning Keystone to grow revenue without a corresponding spike in overhead.

These results showcase how a focus on process improvement and automation directly translated into business value.

Keystone Custom Pools’ story highlights the transformative impact that streamlined automation can have for contractors in the swimming pool and the broader construction industry. Operational challenges that once hampered their business have been overcome, resulting in clearer workflows, saved time, and a foundation for scalable growth. It’s not just about fixing software issues – it’s about enabling a company to do what it does best with fewer distractions and risks.