01 / The Client
The client
White Spot Group is a commercial cleaning business based in Sydney that operates across five companies. As the group grew and started winning larger projects, the systems that had served it in its early years began to hold it back.
02 / The Challenge
The challenge
White Spot Group already used Zoho and understood what the platform could do. Its day-to-day operations, however, were split across several spreadsheets and separate systems: an older version of Zoho CRM, Zoho FSM for scheduling, and Deputy for scheduling and timesheets. Each step of the job lifecycle lived in a different place. As work moved through the business, staff had to re-enter information, check it, and chase it.
Larger projects were now coming in, and the group needed a true end-to-end solution. It wanted each job to start as a scope and flow through to proposal, contract, schedule, invoice, purchasing and quality assurance, without anyone rebuilding the data at each stage.
03 / The Solution
The solution
Zenro Consulting delivered Builders Excellence, our vertical solution for project-based businesses. We tailored it to White Spot Group's operations and extended it with purpose-built custom development.
Custom scoping widget
Every job now begins with a structured scoping tool that captures the full job requirements up front. That scope is the foundation for everything that follows and feeds directly into the proposal, contract and schedule.
Custom portal
A dedicated portal gives stakeholders one secure place to access job information. This cuts down on back-and-forth and keeps everyone working from the same data.
Custom calendar
A purpose-built scheduling calendar replaced both Zoho FSM and Deputy. Scheduling now sits in the same system that holds the job, the contract and the invoice.
Five entities, one platform
We integrated all five White Spot Group companies into a single environment. Leadership gets a consolidated view, and each entity keeps its own operations distinct.
40 mail merge templates
Proposals, contracts and other client-facing documents are generated automatically from live job data. The output is consistent and professional, with no manual assembly.
Data migration
We migrated historical data from the legacy Zoho CRM, Zoho FSM and Deputy, so the team moved to the new system without losing its history.
04 / Behind the build
The technical challenge
This was one of the most technically demanding projects our team has delivered. A single White Spot Group contract can cover more than 100 locations, and each location is linked to several scopes of work. Every location uses its scope to generate a schedule. That schedule then syncs to the portal, where internal staff and external contractors manage their timesheets against it.
The scale this creates is significant. Each multi-location user acceptance test generated around 40,000 tasks, and the system had to create, schedule and sync every one of them reliably.
To handle this volume, the team introduced middleware to optimise how records were processed and moved between systems. We also re-engineered several widgets so they could cope with the number of records flowing through them. The result is a platform built to handle enterprise-scale contracts without slowing the business down.
05 / The Outcome
The outcome
White Spot Group now runs on one connected platform. Data flows from scope to proposal, contract, schedule, invoice, purchasing and QA checklist. The spreadsheets and disconnected tools are gone, double-handling has been removed, and the platform now handles contracts that span more than 100 locations and tens of thousands of scheduled tasks. The business has a foundation that can scale with the size and volume of the projects it takes on.
With Premium Plus Support in place, White Spot Group keeps direct access to the Zenro team as the business grows.
06 / The people
The team
- Project Lead
- Michelle
- Lead Developers
- Mike, Mariel, Rainier, Nico, Leonyl
- Data Migration
- Jayson
- Templates
- Cai
07 / See it in action
See it in action
The video below shows the custom scoping solution the Zenro Consulting team developed for White Spot Group.
