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See how SBS Corp synced operations across teams and buildings—automating invoices, cutting admin hours by 15+/week, and streamlining task handling with one central portal.

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ABOUT THE COMPANY

Synergy Building Services, Inc. is a 17-year‑strong eco-conscious commercial cleaning company serving the Puget Sound region. They offer a full range of services—from general janitorial and construction cleanup to carpet care, floor maintenance, window/blind cleaning, pressure washing, and day porter support. They are strongly committed to green cleaning, using EPA-compliant products, conserving resources, and enforcing rigorous staff training and supervision. Their approach emphasizes sustainability, quality assurance, 24/7 service, and personalized customer care

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THE OPPORTUNITY

Fixing the Disconnect Between Field Teams, Finance & Data

SBS Corp, a commercial building maintenance company, was struggling with fragmented operations across departments. Invoicing was done manually in QuickBooks, field complaints were scattered across texts and emails, and crews had no structured way to access building information or track task status.

This lack of integration caused repeated errors, slow invoice turnaround, and inefficient communication between field teams and the back office. The leadership team needed a way to unify data, automate processes, and improve visibility—all without overcomplicating their workflow.

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THE SOLUTION

Connected Operations with Notion + QuickBooks Automation

We built a unified Notion workspace integrated with QuickBooks, designed specifically for SBS Corp’s real-world operations—from field crews to finance.

Automated Invoicing System:

We connected Notion to QuickBooks using Make.com to auto-generate invoices based on project completions and work logs.

This eliminated repetitive data entry and saved the finance team 10–12 hours/week.

Crew Portal:

We built a mobile-friendly portal for crew members to:

• Check assigned buildings and related details

• View open complaints and log task updates

• Submit new issues via forms linked directly into their task dashboard

  This gave field teams real-time visibility and streamlined complaint resolution.

Forms & Internal Requests:

We created custom forms for incident reporting, building maintenance needs, and supply requests—all feeding directly into the master system for easy tracking.

Master Building Database:

We structured a clean, filterable database of all properties maintained by SBS—complete with location data, client details, assigned team members, and linked tasks.

This served as the company’s operational backbone.

Other accomplishments:

• Cut back-and-forth emails and calls by 40%
• Reduced invoice errors and delays significantly
• Enabled field teams to work independently and report issues clearly
• Centralized property management across dozens of commercial buildings
• Laid groundwork for future SOP and compliance tracking

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