VeeBee Cooling's Journey to Transform their Purchasing Process

New York-based VeeBee Cooling was growing rapidly. As a leading provider of HVAC solutions, homeowners and businesses in the area chose VeeBee Cooling for new HVAC units as well as maintenance on existing units. Yet with this growth came a new challenge that needed to be solved if the company was going to continue to scale. 

VeeBee Cooling had spent years managing its purchasing and material management processes by hand in a decentralized system. With a focus on installation and repair of major HVAC brands, purchasing both parts and full HVAC units is core to VeeBee Cooling’s business. 

The existing system not only impacted company operations but also meant that procurement was not as efficient as it could be. The VeeBee Cooling leadership team realized the necessity for a streamlined process to enhance operational efficiency, minimize errors, and maintain financial integrity. It was time for a change.

The search for a solution led them to StructShare, a digital platform designed to revolutionize purchasing workflows in the construction industry. The transition wasn’t merely about implementing a new software; it was about changing the operational culture and aligning a crucial set of processes with the company’s strategic goals.

The aim was clear: to leverage StructShare’s capabilities in transforming the existing manual purchasing process into an organized, automated, and efficient system. As a result, VeeBee Cooling would have better project management and improved financial control.

Discovering StructShare

The journey to transform the procurement process began about four years ago when inconsistencies in the existing system became glaringly apparent. The informal procedure of sending text messages for order placements to suppliers was not only unconventional but was becoming a cause for concern regarding financial accuracy and accountability.

VeeBee Cooling did not have an approval flow in their previous workflow, which sometimes led to incomplete orders and risked delaying projects. The StructShare platform promised to streamline the purchasing process as well as bring a level of transparency and control that was much needed.

Upon seeing the platform for the first time, VeeBee Cooling Purchasing Manager,  Joel “Yiddy” Friedman, was blown away.  Said Friedman, “My first impression was ‘wow, it's a new concept in purchasing without the need for phone calls and messages or you name it.  It was clear there would be no more losing dialogue or important information about orders or anything like it.”

The decision to choose StructShare over other platforms was influenced by its construction-centric features, something other platforms lacked. The initial interaction and the promise of a structured workflow tailored for the construction industry made StructShare stand out as the preferred choice for VeeBee Cooling.

Solution

Implementing StructShare marked the beginning of a structured purchasing workflow at VeeBee Cooling. This digital platform provided a well-defined pathway from the initiation to the completion of the purchasing process, ensuring every step was accounted for. The primary focus was on enhancing the tracking of material orders for projects, budget monitoring, and efficient invoice management.

One of the significant features appreciated by the VeeBee Cooling team was the ability to track expenses on projects in greater detail and with accuracy compared to their previous system. StructShare allowed a detailed breakdown of expenses, far superior to the single cost code system they were accustomed to. This feature was crucial in understanding the financial dynamics of each project, ensuring they stayed within budget or understood the reasons whenever they exceeded the budget.

Invoice management was another area that saw substantial improvement. The hassle of manual data entry, reviewing invoices, and matching them with the projects was significantly reduced. The integration with QuickBooks further streamlined the financial workflow, making the entire process more efficient and less time-consuming.

 “By implementing StructShare and knowing who placed the order and who requested it, automatically gave (the owner and his team) that accountability that he was looking for.”

- Yiddy - Purchasing Manager - VeeBee Cooling

Benefits

The benefits of implementing StructShare were immediately apparent. Right away, the impact was seen in the enhanced project expense tracking. Friedman highlighted how the StructShare system helped in accurately monitoring the estimates versus actual expenses, providing a clear picture of where each project stood financially. This level of financial clarity was instrumental in making informed decisions and keeping the projects within budget.

StructShare also gives VeeBee Cooling leadership the piece of mind that money is not being wasted and material is being ordered on time. Said Friedman, “By implementing StructShare and knowing who placed the order and who requested it, automatically gave (the owner and his team) that accountability that he was looking for.”

"I would definitely recommend StructShare to other people in the industry," said Friedman. “"It made a big change in terms of purchasing in many ways in our company." 

The time saved in invoice management was another notable benefit. Manual data entry, a significant time-drain previously, was now automated, freeing up valuable time for the team. Moreover, the integration with QuickBooks simplified the financial workflow, making it more efficient and less prone to errors. This integration not only saved time but also ensured financial accuracy, a critical aspect in maintaining the company’s financial health.

“The invoicing feature is a lifesaver for us.  It’s faster, less prone to errors, easy to use….it’s made a positive difference for sure,” continued Friedman.

Furthermore, the structured purchasing process brought a level of discipline in order placements, ensuring accuracy in orders and minimizing the chances of incorrect orders. The team excitedly embraced the new system, appreciating the ease and clarity it brought to the purchasing process. The streamlined process also meant fewer financial discrepancies, saving the company from potential financial losses.

“I would definitely recommend StructShare to other people in the industry," said Friedman. “It made a big, positive change in terms of purchasing in many ways in our company.” 

- Yiddy - Purchasing Manager - VeeBee Cooling

Conclusion

The adoption of StructShare by VeeBee Cooling showcased a classic transformation from outdated processes to a structured, efficient operational environment. The journey, steered by Friedman, brought about significant positive changes in how the company managed its purchasing process.

The benefits extended beyond just a streamlined purchasing process - it touched upon critical areas like financial accuracy, time-saving, and operational efficiency. The case of VeeBee Cooling stands as a testament to how digital transformation, when aligned with organizational goals and executed well, can bring about substantial operational improvements in the construction industry.

The experience of VeeBee Cooling with StructShare underscores the importance of embracing digital solutions in modernizing operations, ensuring financial accuracy, and achieving operational excellence in the fast-evolving construction industry landscape.