Flagship 0 1 · Spray Alliance · Distributor · Stamford, CT

Inventory lossesnow visible and under control

The result: inventory losses are now visible and under control. Information used to live in different spreadsheets, a server-based setup and QuickBooks Desktop, with no CRM and no live inventory sync. The decision was to connect every step to one Oracle NetSuite system with CRM and live inventory, shared by the whole chain from the contractor’s order to the payment that clears.

DistributorQuickBooks Desktop to NetSuiteCRM and live inventoryInventory result
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0 1 · The short version

From leak to system.Problem, decision, system and where it stands.

Before
QuickBooksDesktop
The core
Oracle NetSuite
0 1 · The problem

What was leaking

Information was everywhere, spread across different spreadsheets, a server-based setup and QuickBooks Desktop. There was no CRM, so there was no control over sales and no clear ownership or traceability. Inventory was not controlled, and nothing synced live.

0 2 · The decision

What got chosen

The decision was to connect every step to one system. That core was sized for where the business was going, the implementation was negotiated before signing and new tools only come in when they connect back to it.

0 3 · The system built

What runs now

NetSuite as the single source of truth, with ecommerce scoped into the same core, online payments, a customer portal, warehouse barcode scanning and a nightly proof of delivery report.

0 4 · Result

Where it stands

Inventory result

Inventory losses now visible and under control after the move off QuickBooks Desktop onto one connected Oracle NetSuite system with CRM and live inventory.

What a distributor or supplier gets

A system built so contractor customers look up what they owe, the count matches the shelf and proof of delivery is ready before the morning starts.

0 2 · Show first

Watch an order move.Real NetSuite screens with customer data blurred.

Before, information was spread across spreadsheets, a server-based setup and QuickBooks Desktop, and nothing synced live. After, the order, the shelf, the truck, the invoice and the payment connect through one core.

These are real NetSuite screens from the project. Customer names, amounts and account details are blurred.

  • Order
  • Shelf
  • Truck
  • Invoice
  • Payment
NetSuite sales order lines with stock on hand and available, customer data blurredNetSuite item record with stock by warehouse location, customer data blurredNetSuite current inventory snapshot report across warehouses, item names blurredNetSuite item fulfillments list marked shipped, customer names blurredNetSuite invoice record with customer and amounts blurredNetSuite payments list with deposited payments, customer names blurred

Real NetSuite screens. Customer data blurred.

Concept

What’s next: proof of delivery on the same record.

A driver app concept that would write proof of delivery, with photo, signature and GPS, to the existing NetSuite Item Fulfillment record.

Concept mockup of a delivery ops dashboard listing item fulfillments by driver and status, next to a driver phone showing Delivery complete and Synced to NetSuite. Names and customers blurred.
Concept mockup, not a live screen. Sample data with names blurred.

0 3 · System map

One chain across four teams.Marketing, Sales, Operations and Technology.

Customer behavior is the glue. The chain below is how each side of the business connects on this project.

0 1

Marketing

Self-serve instead of phone tag

A customer portal and statement emails, so contractors see balances, prices, quotes and statements without calling the office for every answer.

Portal · statements · ecommerce scope

0 2

Sales

Orders nobody retypes

Quotes and orders land in the same system the warehouse and accounts receivable already use. Sales stops keeping its own spreadsheet of the truth.

Order · quote visibility · one customer record

0 3

Operations

Shelf and truck with proof

RF-SMART scanning for check-in, counts and assembly. One bin naming system. A nightly drivers link with delivery and customer signature fields.

Bins · scanning · proof of delivery

0 4

Technology

NetSuite as the core, not a pile of apps

QuickBooks retired as the source of truth. Versapay for online payments. New tools only when they connect back to the same core.

NetSuite · Versapay · RF-SMART

  • Order
  • Shelf
  • Truck
  • Invoice
  • Payment

0 4 · The decision

Strategy before software.The decision and what it ruled out.

The tempting fix was one more app for each new problem. Payments here, warehouse there and a store somewhere else. Each corner got solved, and each one became another place to retype data.

The decision

One core for the whole chain

The decision was to run the business on one system sized for where it was going. The implementation was negotiated before signing, and new tools only come in when they connect back to the core. Control comes first and technology second.

What the decision ruled out

The shortcut that was skipped

The decision was to skip a separate ERP for a planned service unit. The rule is the same everywhere: do not split the system for a new corner of the business.

Before and after

From scattered to one system.

Spray Alliance before and afterBefore: Spreadsheets, Server Setup, QuickBooks Desktop, No CRM, No Inventory Sync, scattered with broken handoffs. After: one connected system with customer behavior at the center, linking Marketing: Customer Portal, Sales: One Customer Record, Operations: RF-SMART Scanning, Technology: NetSuite and Versapay, held together by NetSuite Core. Result: inventory losses now visible and under control.0 1 · BEFOREFive places and nothing synced0 2 · AFTEROne chain across four teams0 3 · RESULTWhere it landsSPREADSHEETSSERVER SETUPQUICKBOOKSDESKTOPNO CRMNO INVENTORYSYNCTHE GLUECUSTOMERBEHAVIORMARKETINGCUSTOMER PORTALSALESONE CUSTOMERRECORDOPERATIONSRF-SMART SCANNINGTECHNOLOGYNETSUITE · VERSAPAYNETSUITE COREVISIBLEINVENTORY LOSSESUNDER CONTROLOrder to paymentin one system Spray Alliance before and afterBefore: Spreadsheets, Server Setup, QuickBooks Desktop, No CRM, No Inventory Sync, scattered with broken handoffs. After: one connected system with customer behavior at the center, linking Marketing: Customer Portal, Sales: One Customer Record, Operations: RF-SMART Scanning, Technology: NetSuite and Versapay, held together by NetSuite Core. Result: inventory losses now visible and under control.0 1 · BEFOREFive places and nothing syncedSPREADSHEETSSERVER SETUPQUICKBOOKSDESKTOPNO CRMNO INVENTORYSYNC0 2 · AFTEROne chain across four teamsTHE GLUECUSTOMERBEHAVIORMARKETINGCUSTOMER PORTALSALESONE CUSTOMERRECORDOPERATIONSRF-SMART SCANNINGTECHNOLOGYNETSUITE · VERSAPAYNETSUITE CORE0 3 · RESULTVISIBLEINVENTORY LOSSES UNDER CONTROLOrder to payment in one system

0 5 · Where it stands

Where it stands.Facts on file and nothing more.

Inventory result

The result: inventory losses are now visible and under control. Go-live was planned for January 6, 2025. Through 2026 the warehouse side kept tightening with bin naming, bin mass updates and scanning workflows. The portal covers bills, invoices, prices, quotes and statements, and the nightly drivers link still runs.

  • RF-SMART warehouse scanning
  • Bin naming and mass updates
  • Portal for bills, invoices and quotes
  • Service unit planned inside NetSuite

Rates, markups and customer lists are kept out of every visual on this page.

More field work

Keep reading.Same structure and a different leak.

02 · Supplier product · Spray Alliance · City jobsCity Sprayer: A field constraint turned into a product line that pulls supply.03 · Contractor · Safe Foam · NY, CT and NJJVC Insulation: A connected quoting system that saved more than $10,000 per month. It is built and now in testing, with a person signing off on every quote.04 · Institute · Traceability · Job Completion ReportSafe Foam Institute: Selling documented proof instead of another comfort pitch.

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