A large-scale business with over 200 staff approached OneHQ to address inefficiencies in a quoting tool they had been developing internally for several years. The existing tool was cumbersome, required over 60 manual inputs to generate a result, lacked a proper data repository, and posed risks of exposing proprietary information when shared externally. The company needed a secure, streamlined, and user-friendly solution to support its quoting process.
The legacy quoting tool was not scalable or secure. It was difficult to use, had no centralized data storage, and required extensive manual input. Additionally, the tool could not be shared externally without revealing sensitive business logic and proprietary calculations. These limitations were affecting productivity and posed a risk to the business’s intellectual property.
OneHQ engaged with the client to understand the quoting workflow, pain points, and desired outcomes. Through a series of workshops and stakeholder interviews, key deliverables were identified to guide the development of a new solution. The goal was to create a secure, efficient, and intuitive quoting platform that could be easily maintained and extended.
OneHQ conducted a comprehensive review of the company’s documentation practices. This included identifying where information was stored, how it was used, and who accessed it. The assessment revealed a heavy reliance on manual note-taking and inconsistent digital records. OneHQ also evaluated the company’s Microsoft 365 environment to determine the best integration path.
The solution included:
Key staff were involved throughout the development process to validate functionality and ensure the tool met operational requirements.
The solution involved:
This approach ensured that staff could access accurate information quickly, contribute new knowledge easily, and maintain operational consistency.
The application was rolled out in phases, starting with internal testing and validation. Once approved, it was deployed across relevant departments with training and support provided. Documentation was created to support both technical teams and end users. The transition was smooth, and the new quoting tool quickly replaced the legacy system.
The application has been a critical success, improving quoting efficiency, reducing risk, and enabling future enhancements. Additional features and integrations are actively being discussed for future development.
A modern approach to reviewing an old and established process has resulted in a quicker, smoother and more modern way of creating quotes for this company. The user experience is completely revitialized, and there are less unwieldy spreadsheets to deal with.
