Digitizing Chemical Supply & Equipment Leasing with DreamzCMMS

Client Overview

The Challenge

Chem 48 provides scheduled chemical replenishment, equipment leasing, emergency repairs, and consumable sales to commercial clients such as restaurants, cafeterias, and hotels.

The company’s field technicians and route sales reps operate across multiple territories, handling both routine service and on-demand maintenance.Key operational challenges included:

• Manual management of route sales, asset tracking, and replenishment schedules.
• Lack of visibility into before/after stock levels at customer sites.
• Paper-based service reports, often missing photos and digital validation.
• Delayed invoicing and reconciliation with QuickBooks Desktop.
• Limited control over customer-specific pricing for leased vs. owned assets.
• Difficulty monitoring fleet maintenance and technician performance.

Chem 48 required a unified system to streamline its field sales management, customer inventory tracking, and asset management, all integrated with accounting and online payment systems.

The DreamzCMMS Solution

DreamzCMMS implemented a customized Field Sales & Customer Inventory Platform tailored for Chem 48’s warewashing, replenishment, and service operations.
The solution unified all departments — sales, service, inventory, and accounting — under one intelligent, mobile-ready platform.

Core Modules Implemented

1. Smart Job Scheduling & Route Planning

• Recurring job scheduling configured by frequency (weekly, bi-weekly, monthly, quarterly).
• Google Maps–based route optimization with drag-and-drop editing.
• Dispatch calendar showing technician workload and job completion history.

2. Customer-Specific Pricing & QuickBooks Desktop Integration

• Dynamic per-customer pricing synced directly with QuickBooks Desktop, ensuring all product and service rates match accounting records.
• Technicians can create invoices from pre-approved price lists but cannot modify pricing — maintaining revenue control.
• QuickBooks Desktop integration includes:
  • Bidirectional item and price list synchronization.
  • Real-time stock adjustments between DreamzCMMS and QuickBooks.
  • Auto-mapping of income, expense, and asset accounts for accurate bookkeeping.

3. Before & After Customer Inventory Module

• Technicians log “Before Visit” and “After Visit” stock levels for each SKU at the customer’s location.
• Each entry captures quantities, comments, and photos to document restocking and shelf organization.
• Supports both SKU-level and total-stock tracking per visit.
• Customer Inventory Monitoring Report provides:
  • Stock level history and trends per customer
  • Inventory change per SKU
  • Stockout and low-stock alerts
• Product Range Completion Dashboard visualizes:
  • Product coverage per customer and salesperson
  • Completion percentages with ranking indicators (Critical, Moderate, Good, Excellent)
  • Monthly and salesperson-level performance trends.

4. Field Sales Management

• Mobile app for sales and service reps to manage leads, opportunities, and on-site activities.
• Predefined checklists (e.g., sanitizer readings, dispenser inspections, chemical refills) digitized into structured mobile forms.
• Photos and signatures captured directly via the app, replacing manual reports.
• GPS-based check-in/out with timestamps ensures visit validation.
• Daily time logs exported for payroll systems like ADP.

5. Equipment & Asset Management

• Tracks leased dishwashers, dispensers, and other chemical equipment.
• Each asset is linked to its customer, service frequency, and rental terms.
• Asset records include QR code tagging, maintenance logs, and manuals for technician reference.

6. Stripe Payment Gateway Integration

• Stripe integration enables secure online invoice payments directly from customer emails.
• Customers can make full or partial payments via card using technician mobile devices.
• All payments automatically logged and reconciled with invoice records.
• Admins can process payments directly from the DreamzCMMS web portal or mobile app.

7. Reporting & Analytics

DreamzCMMS provided over 200+ built-in reports covering field performance, inventory, and finance:

• Sales & Inventory Reports
  • Customer Inventory Monitoring Report
  • Product Range Completion Dashboard
  • Stock Usage and Low Stock Alerts
• Operational Reports
  • Completed Jobs & Technician Efficiency
  • Job Time Tracking & Payroll Summaries
  • Route Maintenance Reports

All reports are exportable to Excel/PDF for management review or accounting audits.

Key Features Utilized

• Smart Scheduling & Route Optimization
• Customer-Specific Pricing
• QuickBooks Desktop Integration
• Before & After Stock Logging with Photos
• Product Range Completion & Inventory Dashboard
• Stripe Payment Gateway (Online & Mobile Payments)
• Technicians Mobile App with GPS Check-in/Out
• Custom Warewashing Service Report Template
• 200+ Reports with Drill-down Dashboards

Key Results / Outcomes

• Full digital transformation of Chem 48’s field and sales operations.
• 50% faster invoicing and reconciliation via QuickBooks Desktop sync.
• 100% visibility of customer inventory with before/after visit tracking.
• Elimination of manual pricing errors through automated customer rate rules.
• Online payment capability through Stripe increased collection efficiency.
• Rental billing automation reduced admin workload by 35%.
• Improved decision-making via live product coverage and asset performance dashboards.

Technology Stack

• DreamzCMMS Cloud Platform
• Android/iOS Mobile App for Technicians
• QuickBooks Desktop Integration (Accounting Sync)
• Stripe Payment Gateway
• Smart Scheduling
• QR Code Asset Tracking
• BI Dashboards & Analytics