JT’s Landscaping Maintenance in Waterford Township Michigan is a small family business. They usually have more work than they have time to do it, so saving time that can be used to add more jobs makes a real bottom-line difference in how much a business grows.
Dependent on a mix of paper and file folders to keep track of work, the issue really hit home for JT’s during a job visit in which a potential customer asked for an estimate. Turns out that day JT’s didn’t have the paper copy with them. It was a sobering moment.
In search of a solution, JT’s discovered Jotform via Google. Upon realizing they could digitize all their paper by using Jotform’s PDF editor, they replaced their manual processes with a combination of online forms, Jotform Apps, AI Agents, a calculation feature, and collaboration tools.
Since leveraging Jotform earlier this year, JT’s Landscaping has unlocked new revenue opportunities, saved time and improved team coordination.
JT’s Landscaping case study results at a glance
$120,000 per year opportunity
Used the AI App Builder to create a collaboration hub that frees JT’s staff up to take on new work. They estimate the additional work will generate up to $10,000 in monthly revenue.
Per year savings of $3,000+
Digitizing estimates and invoices reduced office supply costs by approximately $260 per month – funds which are reinvested for employee lunches.
Improved team coordination
JT’s mobile workflows improved visibility, communication, and efficiency across jobs.
A growing business bogged down by paper-based processes
For years, JT’s Landscaping Maintenance, a family business, relied upon paper forms, handwritten estimates, and manual coordination to handle daily operations. But as their business began to grow, the tight-knit team found it more and more difficult to:
- Standardize pricing
- Quickly produce on-site estimates
- Keep office paperwork organized
- Coordinate field teams across multiple jobs
Jonathan Dickman, Hybrid Operations Advisor and company “Swiss Army knife”, knew the team needed a more scalable system after arriving at a customer site without the necessary paperwork for an estimate.
“We were paper based,” affirmed Dickman. “Everything (was) in file folders and manila envelopes… it just got too cluttery for us.”
JT’s found that their paper dependency led to inconsistent pricing, estimate quoting and disorganized customer schedules.
Below the surface were other related issues, like no easy way to train newcomers, share institutional knowledge or ensure/improve security for customer information.
JT’s Landscaping discovered a way to centralize operations with the AI App Builder
The decluttering process started with Dickman searching online for editable PDFs. That led him to the Jotform PDF Editor, and from there he looked for ways to effectively integrate Jotform into other parts of the business.
He had a “lightbulb” moment when he realized creating an app could solve two problems at once, estimate creation and get everyone on the same operational page.
Dickman used Jotform Apps to create custom internal apps that everyone can access across mobile operations.
Among other resources for employees, the apps include:
- Material calculators
- Estimate guides
- Employee timesheets
- Searchable client records
Using AI to streamline app-based estimates
Dickman discovered how easy it was to tweak the app he initially created (and workflows he and the staff needed) without any coding knowledge.
So instead of sketching things out manually – like creating separate tabs within the app for different layouts and easier navigation – he just described his adjustments to Jotform’s AI builder.
“It’s just seamless,” marveled Dickman. “I’ll resort to actually listening to what (Podo) is saying and his refining recommendations. That’s how I got all the neat stuff.”
He found that the “self-guiding” nature of the AI helped his builds grow from basic to advanced ideas, especially as it related to the material calculator.
A crucial part of estimate building, the material calculator helps JT’s’ field team automatically calculate a custom landscape material cost based on soil volume, mulch requirements, sod estimates, and rock/granite tonnage.
Staff can then take that information to the supply store for what they need, saving time and standardizing estimate creation at once.
Now, instead of relying on one person for estimates, routing, pricing, or project coordination, Dickman emphasized that “everyone has access to the same resources in real time… it aligns everyone simultaneously.”
Creating new business opportunity by replacing paper
By transforming paper processes into resourceful AI-powered apps, JT’s Landscaping Maintenance can take advantage of new (and significant) business opportunities, reduce administrative overhead and give field teams the resources they need to work independently.
JT’s changed their business landscape in two specific ways with the help of Jotform’s AI App Builder:
- Increased revenue potential: Reclaiming an estimated five hours per week enables the company to take on new jobs, equating to $10,000 in additional monthly revenue; also, they nabbed a per year savings of $3,000+ by digitizing paperwork and workflows.
- Better team coordination: The company’s shared mobile workflows improved visibility, efficiency and communication across jobs, reducing confusion across the board.
The company was also empowered to suggest onsite upsell opportunities, answer operational questions in real time, and guide newer employees – who are unfamiliar with typical sales conversations – by getting pointers from “Grizz”, their Jotform AI Agent.
The result of integrating an agent in their day to day workflow is faster employee onboarding and support in and outside of the field.
A small business with enterprise-level workflows
JT’s Landscaping Maintenance transformed its operations from paper-based coordination into a connected digital system powered by Jotform AI. Their ecosystem now helps the company leverage new business, simplify workflows, and empower employees.
As Dickman puts it, “it really is a beautiful thing.”
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