Commercial Services Company Cut 99% Duplicate Work Orders and Billed Faster
total hours/year saved (technician + office + admin)
%
reduction in duplicate work orders
inventory-location points tracked
The Bottom Line
Macomb Sales & Service is a Metro Detroit commercial service company for foodservice, refrigeration, and HVAC equipment. Their form-and-spreadsheet workflow couldn’t keep up with service volume, parts needs, and billing prep. ProsperSpark rebuilt the workflow in Airtable, connecting work orders, equipment history, and inventory so technicians can confirm parts on-site and send billing-ready parts and pricing back to the office.
Situation
Macomb Sales & Service supports high-urgency service calls across commercial environments, including food service, healthcare, senior living, hotels and schools. Repeat calls and multiple stakeholders often reported the same issue, which created duplicate work and scheduling noise.
That led to two core problems:
- Duplicate work orders: repeat requests created ~1–2 duplicate work orders per week.
- Slow history + parts visibility: equipment service history and part availability weren’t reliably connected, making it harder to answer questions like “what’s been done here before?” quickly.
They also stock a large quantity of OEM parts and rely on speed to restore operations. The back-office system needed to match that reality.
Every phase made the process smoother. What once took hours of manual review now updates automatically, providing clarity and control that was previously unattainable.
Solution
ProsperSpark partnered with the company through a long-term engagement to modernize and automate their reporting ecosystem.
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Excel Optimization: Consolidated five large workbooks into one, cutting queries by about 20% and reducing file size by 10 MB.
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Power Query and VBA Improvements: Streamlined redundant modules and logic for deal types, revenue allocation, and salary profiles.
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Power BI Dashboards: Delivered real-time visibility and automated data refreshes for leadership.
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Make.com Integrations: Automated data flow between Bullhorn, QuickBooks, and later Sage Intacct, removing the need for manual updates.
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Security and Ongoing Support: Added access control features and provided continuous refinement, bug fixes, and enhancement meetings.
Each phase had intervals of testing and adoption between implementations.
Results
The company’s reporting process transformed from manual and reactive to automated and proactive.
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Reporting time reduced from days to minutes
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Errors and manual input significantly reduced
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Clear, real-time visibility into compensation and revenue
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Streamlined payroll and month-end processes
This project reflects ProsperSpark’s automation-first approach: identifying repetitive manual steps, designing data flow between systems, and building integrations that keep reporting live and accurate. By automating the movement of data between Bullhorn, QuickBooks, and Sage, ProsperSpark eliminated hours of manual upkeep and built a foundation for scalable growth.
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At a Glance
Client
NYC-based executive search + staffing firm
Industry
Executive Search and Staffing
Organization
- Relationship-led recruiting with rigorous vetting.
- Supports finance, accounting, HR, tech, and digital media roles.
Business Challange
- Manual comp reporting delayed payroll and close.
- Disconnected systems drove errors and rework.
- Heavy Excel models were slow and hard to maintain.
Tools
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- Microsoft Excel, Power Query and VBA, Power BI, Make, Quickbooks, Sage Intacct, Bullhorn
Market Considerations
- Rising push to automate back-office reporting.
- Demand for real-time performance visibility.
- More reliance on integrated cloud stacks for payroll, invoicing, and revenue tracking.
Key Takeaways
- Automated system sync removed hours of monthly work.
- Streamlined Excel improved speed and accuracy.
- Dashboards delivered instant leadership visibility.