Founded in 2010, Verde Energy Efficiency Experts has grown from a specialized LED lighting upgrade provider into a comprehensive energy solutions company. Based in Chicago, Illinois, Verde remains deeply rooted in its local community while driving impactful change in the commercial energy sector.
As an L3C, or Low-Profit Limited Liability Company, Verde Energy prioritizes its core values, shaping every aspect of its business. With a strong commitment to reducing energy consumption, they’ve expanded their services beyond LED lighting to include building electrification systems, advanced energy management tools, HVAC, EV charging stations and more. Partnering with local utility incentive programs, Verde Energy stays at the forefront of technology, continuously evolving its offerings to meet the needs of the Chicagoland area and beyond.
This case study will cover:
- Why their previous software stack just just didn’t cut it
- The moment they realized change was needed
- Their experience getting started with Scoop
- How they were able to solve their 3 biggest operational challenges
Why Their Previous Software Stack Didn’t Cut It
Google Workspace – Basic Tools That Limited Their Capacity to Scale & Diversify
Managing operations through Google Workspace presents significant challenges—especially when dealing with a large number of complex projects. For example, retrofitting lighting in a local apartment building and installing EV charging stations in a manufacturing facility require vastly different types of data to be captured, organized and communicated. Each project comes with its own set of technical requirements and when you add a high volume of projects on top of that, it quickly becomes a disorientating maze.
“Google Workspace worked fine when we offered one type of service. As we diversified our offerings and our number of projects increased, using catch-all Google Drive folders made it challenging for our operations team to efficiently process and sort the pictures and documents.”
– Beth Holaday, Operations Manager
The disorganized storage of photos in a “catch-all” Google Drive folder made it difficult for the operations team to process and verify the necessary documentation. Sorting through a massive bank of images to find specific photos became a time-consuming and error-prone task. Additionally, without a structured system to prompt the installation team to capture specific types of data, crucial information was often missing, leading to inefficiencies and costly repeat site visits.
NetSuite – A Powerful but Ineffective Software for Project Management
Before Verde adopted Scoop, they attempted to use NetSuite—an ERP platform they already had for inventory management and finances—to address their project management and operational challenges. Verde thought that since they were already paying and using Netsuite, they should try to patch things up with the platform to save time and money. Unfortunately, this solution proved to not be the right fit and further complicated matters. Although NetSuite is a very powerful tool, it wasn’t made for agile project management. Verde’s attempt to tweak its functionalities to solve their operational challenges in their particularly dynamic environment fell short.
“Before Scoop, we tried to use NetSuite to solve our operations management challenges, but it was clear that while the platform excelled in inventory and finance, it couldn’t provide the comprehensive project oversight we needed.”
– Beth Holaday, Operations Manager
Furthermore, according to Verde, NetSuite’s configuration complexity added to the challenge. The platform’s powerful features came with a steep learning curve and required programming skills that Verde’s team did not possess. Adjusting the system to fit their needs often meant dealing with code and significant technical hurdles.
The Moment Verde Realized Change Was Needed
Verde’s quest for an effective operations management solution was marked by persistent frustration with their existing tools. Despite their best efforts to optimize their current tech stack, it was clear that a major change was necessary.
The breakthrough came with a marketing outreach from Scoop, which resonated deeply with Verde’s specific challenges. The email addressed issues such as the difficulty in managing photos for utility incentive requirements—an exact pain point for Verde. This communication not only made Verde feel understood but also sparked a realization about what Scoop could offer.
Verde envisioned Scoop as more than just a solution to their immediate problems. They saw it as a central operations hub that could bridge the various best-of-breed platforms they were using, such as HubSpot, NetSuite, and Google Workspace. Scoop’s capabilities allowed it to integrate these systems in a seamless, unified way while streamlining the user experience for their teams – most of whom no longer needed to have logins for or learn the multiple platforms.
Getting Started With Scoop’s Central Operations Hub
Unmatched Onboarding & Customer Support
According to Verde, onboarding with Scoop was a great experience for them, thanks to both the platform’s user-friendly design and the outstanding support from the Scoop customer success team. The platform’s drag-and-drop functionality made customization straightforward, and its intuitive design meant that, unlike NetSuite, no programming skills were required.
“We really enjoyed onboarding with Scoop. This is a reflection of both Scoop’s team members and the platform’s ease of use.”
– Beth Holaday, Operations Manager
The highlight of the onboarding process was the exceptional support from Mac, their onboarding point of contact. Mac’s kindness, patience, and personable approach made training sessions enjoyable and stress-free. He ensured that Verde’s team felt comfortable and confident with the platform from the very beginning.
Even after the initial training, Verde appreciated the ongoing available support. Whether through scheduled calls, quick emails or tickets, Mac and the Scoop team were always responsive and helpful. They provided detailed solutions and were committed to resolving any issues that arose quickly and efficiently. This level of support gave Verde the confidence to tackle any challenges and fully utilize the platform’s capabilities.
Ease of Getting Buy-In From The Team
Implementing new software can be daunting, especially when it impacts the entire organization. At Verde, the key to a smooth transition with Scoop was ensuring all their teams—sales, operations, and field installation—were actively involved in the process.
Instead of keeping the discussions about Scoop confined to a few decision-makers, Verde took a more inclusive approach. They engaged each team early on, bringing them into conversations with Scoop to address their specific needs and concerns. This meant everyone had a say in how Scoop would be integrated and used.
To facilitate this, Verde organized sessions where Scoop’s onboarding team conducted presentations and training tailored to each team. This allowed everyone to see firsthand how Scoop could address their day-to-day pains and needs.
By involving all relevant teams in the discussions from the start, Verde ensured that the transition to Scoop was smooth and that each team felt confident and supported in adopting the new system. This collaborative approach helped build consensus and made the new tool a valuable asset for the entire company from the start.
How Scoop Helped Solve Verde’s 3 Main Challenges
1. Collection, Organization and Management of Data, Documents and Photos
Before implementing Scoop, Verde faced a recurring issue: tracking down essential information amidst the complexity of running a large number of diversified projects. Verde’s team had to engage in extensive back-and-forth communication to gather and confirm details for each project. They often faced situations where the field team failed to capture an image or record a piece of data and even if everything was captured correctly, working out of Google Drive meant that finding the right information for a specific project was also a time-consuming endeavor.
How Scoop Helped Solve This Challenge
Scoop transformed this approach by making sure all necessary data, documents & pictures were captured on-site every single time. Instead of spending valuable time searching for data, Verde’s operations team now receives information seamlessly from the field team in an organized manner making it easy to retrieve. Scoop allowed them to:
- Complete Information Capture On Site: Scoop’s smart checklists with mandatory fields that automatically adapt to project type ensure the field team captures all required data and photos before completing a task or leaving the project site. This structured approach guarantees that no essential information is missed, maintaining high standards of accuracy and thoroughness across all projects. It also helped them eliminate costly repeat site visits.
- Real-Time Information Sync Between Filed & Office: All data and photos captured on-site are automatically synced, making them instantly available to the office team. This seamless syncing process eliminates delays, allowing the office team to instantly review work and access up-to-date information as soon as it’s collected.
- Data, Documents & Pictures Organized by Project for Easy Retrieval: Scoop’s system organizes all data, documents, and photos by project. The office team can easily retrieve the necessary information without sifting through unorganized drives and folders. This project-based file & photo organization streamlines the retrieval process, saving time, improving overall project management efficiency and ensuring easy compliance with regulatory standards. What’s more is that the same data is later automatically available when a service or maintenance call is scheduled for the same client site.
“We save 10 minutes for every piece of information, document or picture we no longer need to chase down. So you can imagine how much time and money you save on any given project using Scoop.”
– Beth Holaday, Operations Manager
2. Partner and Customer Communications
Before implementing Scoop, Verde’s office teams faced significant challenges in managing communications with their various partners and customers. As expressed in the previous challenge, gathering and sharing information from job sites was a slow and cumbersome process. The office staff had to manually collect details from phone calls with field teams, organize photos, and compile everything into a professional PDF. This labor-intensive approach often led to delays and made it difficult to maintain the high communication standards expected by their partners and customers.
How Scoop Helped Solve This Challenge
Scoop transformed this process by streamlining how information is gathered and communicated. To illustrate this, Beth, Verde’s Operations Manager, shared an example from a recent project involving the repair of parking lot pole lights. A Verde crew chief documented the issues by taking photos and providing detailed descriptions for each of the six pole lights using smart forms in the Scoop Mobile App. Once the form was complete, Beth was able to instantly access the information and automatically generate a well-organized PDF report complete with labeled photos. This report was then sent to the customer within minutes.
This new workflow eliminated the need for her to manually transcribe and organize data, significantly reducing the time and effort required to communicate with partners and customers. Scoop has enabled Beth and the entire office team at Verde to enhance their partner and customer management by ensuring communications are not only more efficient and timely but also consistently professional.
“We save at least 30 minutes every time we need to send a report to one of our partners or customers. All I have to do is select the data fields I want to include and the PDF generates itself”
– Beth Holaday, Operations Manager
3. Staying On Top of Growing and Diverse Service Offerings
Managing diversified service offerings like LED retrofits, HVAC systems, and EV chargers created significant workflow and project execution challenges for Verde. Each service type had its own technical requirements, making it difficult to ensure technicians had clear, project-specific instructions on-site. Additionally, the need to comply with various utility incentive programs further complicated matters, as the team had to meet specific documentation standards—adding another layer of complexity.
How Scoop Helped Solve This Challenge
Scoop streamlined these processes by providing a centralized platform capable of efficiently managing every project type, documentation and compliance requirements. Here’s how Scoop improved Verde’s operations:
- Centralized Project Management Board: Verde can now manage and oversee all their projects, regardless of type, from Scoop’s centralized project management board. This unified view simplifies project tracking and ensures consistent oversight.
- Clear On-Site Instructions for Technicians: Technicians benefit from smart checklists built into the Scoop Mobile App that adjust based on project and equipment type. This removes uncertainty and provides clear, tailored instructions for each task on-site.
- Efficient Reporting and Compliance: As previously mentioned, with well-organized and centralized data, Verde can easily generate custom reports for various installation and equipment types. This functionality ensures that reports meet the specific requirements of incentive programs, facilitating compliance and reducing administrative burden.
Conclusion
As their Central Operations Hub (COH) Scoop has revolutionized Verde Energy’s workflows by centralizing project management, streamlining data capture, and bridging data flow across their tech stack. The platform’s smart checklists and real-time syncing capabilities ensure that all project information is accurately recorded and easily accessible, saving time and reducing errors. In the background automated integrations retrieve and feed data bi-directionally to their CRM, accounting and other tools ensuring the entire tech stack remains synchronized. With Scoop, Verde efficiently manages its diverse range of services, meets complex documentation requirements, and enhances operational productivity.
To learn more about how you can improve operations like Verde, book a demo with one of our renewable energy experts today!
