The Challenge
AFI’s operations were growing while their systems struggled to scale. The team relied on a simple Quickbase app to track fieldwork. However, it only captured limited data and couldn’t support the complexity of their billing and reporting needs.
The owner, Bob Rizzuto, spent 20+ hours a week reviewing reports, creating invoices by hand, and re-entering data into QuickBooks to reconcile the books. On top of that, incoming work requests arrived in CSV format, requiring weekly manual entry just to get jobs into the queue.
The team didn’t have the bandwidth to rebuild the system while keeping day-to-day operations running. They needed to eliminate manual processes, reduce the margin for error, and free up time to focus on growth.
Our Solution
AFI initially sought out Quandary Consulting Group to improve reporting and automate invoicing workflows. After a detailed discovery, we built a custom invoicing and reporting solution to automate several manual processes.
From there, we iterated with the team on their existing workflows, tech stack, and vision to expand the platform into a custom ERP with CRM functionality that helped them better service customers.
The ERP integrated with Quickbooks, Samsara, and PeakSuite Document Generator to improve operations, and an MS Outlook integration provided the CRM component by automating internal and external communications.
This gave AFI visibility into how work moved across the business and confidence that nothing would slip through the cracks.
Key Features
The project has evolved from a simple invoice automation tool to a custom ERP and CRM fit to the needs of this specific field service organization.
- Streamlined Invoicing: Generates the invoice, sends it to the client, and automatically updates Quickbooks (including regenerated invoices).
- Synchronized Client Requests: Drag and drop input system for new client requests with automatic job number assignments that match PO numbers for tracking and billing.
- Job Number Creation: Creates new job numbers for jobs without numbers and matches those jobs to PO numbers for easy billing.
- HR Documentation: DocuSign integration automates employee onboarding, safety certification processes, and benefit distribution.
- Inventory Tracking and Management: Identifies, tracks, and manages materials in the warehouse and costs for accurate billing and reporting.
- Scheduling: Manages on-call status with automated scheduling in Quickbase with a rotating schedule to prevent overworking team members.
- Improved Data Integrity: Eliminating data entry errors from manual work, improving the team’s insights, billing, and reporting.
Our Process
AFI’s operations team was hands-on from day one. They came prepared with a clear plan, documentation, and a structured base, allowing us to move fast and iterate collaboratively.
We started with reporting and invoicing workflows, then expanded the build into a broader ERP. Each phase focused on solving real bottlenecks while keeping operations running.
Key Steps:
- Stabilized invoicing inputs: Translated flat spreadsheet data into a relational Quickbase structure that could support reporting, scheduling, and billing
- Implemented foundational best practices: Corrected gaps in the original build and established required fields, relational links, and validation logic
- Extended the reporting layer: Built a reliable weekly production report that became the trigger for invoicing and field team workflows
- Created a job request import system: Converted weekly CSVs into structured data, with automatic job and PO number matching
- Established a continuous improvement loop: Met regularly with the client to identify manual tasks, evaluate feasibility, and roll out targeted automation projects
This approach allowed AFI to scale systems without pausing operations or launching a full rebuild.
The Roadblocks
The team managed processes with paper and spreadsheets. Transitioning from unstructured flat data to structured, organized (relational) data was an adjustment. For a smooth transition, we analyzed their business, processes, and data in depth before breaking it out into the relational database structure.
Several processes were not standardized. To support nuance while standardizing the general user process, we set up guardrails automations. Then, we evaluated exceptions on the back end and mapped out automations for those instances. Users get a standard front-end experience while we update the back-end to support custom requests.
Recently, the client’s invoicing workflow grew beyond Quickbase's capabilities. Relying on our full-stack developers, we quickly pivoted the client to a custom solution built on AWS that supported that unique business case. We also coached the client to prevent a drastic migration from the platform, given that it still provided significant value to the business.
As a field service team, they needed significant mobile functionality for their tools to prevent repeat work. While Quickbase has mobile functionality built into the app, we needed to extend that functionality to support multi-line, multi-record structures and support app functionality while working offline to ensure adoption.
"It would be impossible for us to run our company without this system. We came to you because we were relying on Excel spreadsheets to manage everything, and there’s no way we could have grown to where we are now without it. "
The Toolstack
AFI’s custom ERP relies on a focused toolset that keeps operations lean and responsive:
- Samsara Integration:Automates vehicle maintenance and safety tracking and reports for the entire fleet.
- Quickbooks Integration: Automates invoicing and accounting management.
- Microsoft Outlook:Sends critical internal and external communications automatically to the relevant parties as needed.
- PeakSuite Document Generator:Transforms data and documents into Quickbase formatted assets stored within the platform.
The Results
The new applications and workflows eliminate excessive manual data entry and record management for the back-office and executive teams. From invoicing to HR to asset management, the team saves 300+ hours a year with automation.
Previously, the weekly invoicing process took the CEO four days each week to complete. The new application automates these workflows, giving the CEO time to focus on the business.
The client consolidated their tech stack, exchanging several out-of-the-box solutions for the custom Quickbase CRM and ERP. And without tech bloat, they only get the features needed to run operations more efficiently.
Key Results:
- Saved 300+ hours per year by automating back-office workflows
- Cut weekly invoicing from four days to minutes
- Consolidated multiple tools into a single, field-ready ERP
- Improved job tracking and billing accuracy across all client work
- Freed up executive time to focus on service delivery and growth
If we were to grow four times our current size, it wouldn’t be an issue. It’s an amazing system, and we’re thrilled with how it’s turned out.
– Bob Rizzuto, President at Advanced Fiber
What’s Next?
AFI continues to expand the platform as new operational needs emerge. Quandary remains engaged to support that growth, delivering new modules and improvements regularly.
Recent initiatives include building a pricing management layer to track material costs/margins and exploring new scheduling logic to better balance on-call shifts across field teams.
With each iteration, the platform becomes more central to th team’s operations. It reduces overhead, supports compliance, and enables smarter decisions across departments.
Client Overview:
Advanced Fiber (AFI) is a New York-based field services provider supporting broadband and fiber infrastructure projects across the Northeast. They specialize in splicing, testing, documentation, and compliance for major telecommunications clients.
Industry: Telecommunications Field ServicesLocation: New York, with operations in CT, NJ, and PASize: 50–100 employees
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