OG Commercial Detailing: A Schedule that Runs Itself in Just Over Two Weeks
Facilities / Commercial Services — Automated scheduling and reminders, clean expense tracking, and a live owner dashboard.
15–20 active contracts. Twice-weekly visits. Zero missed appointments after go-live.
15–20
Active commercial contracts in San Antonio
2× / week
Typical site cadence per contract
~2 weeks
Sprint to live automations & dashboard
The Challenge
Owner Ashley E. was juggling 15–20 client sites using her phone and a few unmaintained spreadsheets. Appointments slipped through the cracks, and year-end expenses for taxes weren’t being tracked consistently. She didn’t need a fancy report — she needed a system that remembered for her.
🗓️ Scheduling spread across phone + Google Calendar with no central view
🧾 Expenses not captured consistently for tax prep
📄 Legacy Excel files that weren’t maintained
The Ironhide Approach
We ran a focused 14-day Sprint that rebuilt the ops backbone and automated the routine. Structured spreadsheets feed a simple owner dashboard; Airtable and Zapier take care of the nudges so nothing gets missed.
In just over two weeks, we replaced calendar chaos with a calm, automated flow:
✅ Airtable schedule + reminders — every contract, visit cadence, and site contact in one place with automated alerts via Zapier
✅ Excel expense capture — simple weekly habit; uploads roll into the dashboard automatically
✅ Power BI owner dashboard — supplies purchased, payments received, and what’s outstanding
✅ Light training — a workflow Ashley can actually keep up with
Built from the Ground Up
Every smooth day starts with a dependable system. Here’s the backbone that keeps OG on track — calendars that sync, reminders that never miss, and dashboards that stay live.
Power BI dashboard — supplies, payments, and performance all updating automatically.
Automated schedule view — every site, contract, and reminder aligned in one place.
Visual Showcase
What it looks like when the system just works — a calm calendar, clear payments, and an owner in control.
Scheduling source of truth — cadence, contacts, and active status in one view.
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The Impact
⏱️ ≈8–12 hours/month saved on scheduling and admin
🗂️ 100% of active contracts tracked with automated reminders
📆 Zero missed appointments after go-live
🧾 Weekly expense capture (≥95% of receipts logged) — stress down at tax time
Tools
AirtableZapierExcelPower BIExcel Power QueryGoogle Calendar (import)
