The Challenge: Growth Outpaces the Legacy Platform

As AFI’s operations expanded, its existing legacy systems struggled to scale in parallel. The organization relied on a basic Quickbase application to track fieldwork operations; however, the platform captured only limited data and lacked the flexibility required to support increasingly complex billing processes and reporting requirements. What had once been a functional solution became a constraint on operational efficiency and financial oversight.

The limitations of the legacy system placed a significant administrative burden on leadership. The owner, Bob Rizzuto, dedicated more than 20 hours per week to reviewing reports, manually generating invoices, and re-entering data into QuickBooks to reconcile financial records. This repetitive, manual data entry workflow not only consumed valuable executive time but also increased the risk of human error, data inconsistencies, and financial discrepancies.

Compounding the issue, incoming work requests were delivered in CSV format and required manual processing before jobs could be entered into the system. This resulted in additional weekly administrative effort simply to populate the job management queue, further slowing response times and creating operational bottlenecks.

At the same time, the team lacked the internal capacity to execute a system rebuild while maintaining day-to-day operations. Leadership recognized the urgent need for business process automation, reduced reliance on manual workflows, and improved data accuracy. A scalable, custom software solution was essential to support continued growth, enhance workflow automation, and enable the organization to focus on strategic expansion rather than administrative maintenance.

The Process: Fast Iteration Directly with Operations Team

AFI’s operations team was actively involved from day one, enabling a highly collaborative and efficient development process. They came prepared with a clear implementation plan, detailed documentation, and a structured system foundation, allowing us to move quickly and execute agile iteration cycles.

The engagement began by optimizing reporting workflows and invoicing processes, then strategically expanded into a broader ERP system implementation. Each development phase targeted specific operational bottlenecks while ensuring uninterrupted day-to-day operations.

Key Steps:

• Stabilized invoicing inputs: Transformed flat spreadsheet data into a relational Quickbase database structure capable of supporting automated reporting, job scheduling, and billing automation.
• Implemented foundational system best practices: Resolved structural gaps in the original build and established required fields, relational data links, and validation logic to improve data integrity and reduce human error.
• Extended the reporting layer: Developed a reliable weekly production reporting system that served as the operational trigger for invoice generation and field service workflows.
• Created a job request import system: Automated the conversion of weekly CSV file imports into structured system data, including automatic job number and purchase order (PO) matching, eliminating repetitive manual entry.
• Established a continuous improvement framework: Conducted recurring strategy sessions with the client to identify manual processes, assess automation feasibility, and deploy targeted workflow automation solutions.

This structured yet agile approach enabled AFI to scale its business systems and strengthen its enterprise software infrastructure without disrupting operations or initiating a costly full-scale system rebuild.

The Roadblocks: Standardizing Manual Processes

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.”

Bob Rizzuto

President Advanced Fiber

The Toolstack

Technology Stack: A Focused, Scalable ERP Ecosystem

AFI’s custom ERP system is powered by a strategically selected, tightly integrated technology stack designed to maintain operational efficiency, automation, and long-term scalability. Each integration supports core workflows while keeping the overall system lean, responsive, and easy to manage.

• Samsara Integration: Enables automated fleet management, including vehicle maintenance tracking, driver safety monitoring, and real-time operational reporting across the entire fleet. This integration improves compliance, reduces risk, and enhances visibility into field operations.
• QuickBooks Integration: Delivers seamless accounting automation by synchronizing invoicing, financial reporting, and reconciliation processes. Automated data flow between systems eliminates duplicate entry, improves financial accuracy, and streamlines overall accounting management.
• Microsoft Outlook Integration: Automates critical internal and external communications, ensuring that notifications, updates, and workflow-triggered emails are delivered to the appropriate stakeholders in real time. This reduces manual follow-up and strengthens cross-team coordination.
• PeakSuite Document Generator: Converts structured system data into standardized, Quickbase-formatted documents and digital assets stored directly within the platform. This functionality supports document automation, centralized record management, and improved data consistency across the ERP environment.

Together, these integrations form a cohesive, enterprise-ready ERP solution that enhances automation, improves data integrity, and supports scalable operational growth.

The Results: 300+ Hours Saved

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:

1. Saved 300+ hours per year by automating back-office workflows
2. Cut weekly invoicing from four days to minutes
3. Consolidated multiple tools into a single, field-ready ERP
4. Improved job tracking and billing accuracy across all client work
5. 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 Advanced Fiber

What’s Next: Expanding Pricing, Scheduling, and Compliance Capabilities

AFI continues to evolve its custom ERP platform as new operational requirements emerge. Quandary Consulting Group remains actively engaged, delivering ongoing system enhancements, new functional modules, and continuous process optimization improvements to support scalable growth.

Recent initiatives include the development of a dedicated pricing management system designed to track material costs, monitor profit margins, and improve overall cost visibility. This added financial transparency strengthens margin control and supports more accurate project forecasting.

In parallel, the team is advancing enhanced workforce scheduling logic to better balance on-call shift management across field teams. These improvements are designed to optimize resource allocation, increase operational responsiveness, and reduce scheduling inefficiencies.

With each iteration, the platform becomes more deeply embedded within daily operations, evolving into a centralized business operations management system. The continued expansion reduces administrative overhead, strengthens regulatory compliance tracking, and enables more informed, data-driven decision-making across departments.

The result is a scalable, continuously improving enterprise software solution that adapts alongside the organization’s growth while maintaining operational agility and control.

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 Services

Location: New York, with operations in CT, NJ, and PA

Size: 50–100 employees