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Case studyEnvironmental Kitchen Solutions

A 140+ franchisee network modernizing onboarding, sales, recruitment, monitoring, payments and national account management on one integrated platform.

Industry
Manufacturing & Retail
Headquarters
Northeastern United States
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Environmental Kitchen Solutions
140+
Franchisees supported
Key Metrics Measured after
rollout
0%
Faster Franchisee Onboarding
0%
Fewer Duplicate Customer Calls
0%
Higher Management Efficiency
Background

A 140-location franchise network outgrowing its own systems.

Environmental Kitchen Solutions is a leader in sustainable kitchen management, providing eco-friendly solutions for fryer management, waste oil collection, and bio-diesel conversion services.

Through its extensive franchise model, the company empowers over 140 franchisees to deliver essential services that reduce food service waste and support environmentally conscious operations.

To maintain operational efficiency and meet sustainability goals, Environmental Kitchen Solutions offers its franchise network comprehensive operational tools within an integrated platform, facilitating streamlined management of customer services, recruitment, training, and sales.

Background
Manufacturing & Retail
Northeastern United States
Challenges faced & defined solution

7 real bottlenecks. 7 matching fixes.

Every real operational bottleneck the franchise network reported was paired one-to-one with the workstream that resolved it.

The challenge

Inefficiencies in Franchise Onboarding and Lead Management

The franchisee onboarding process was disjointed and spread across multiple systems, resulting in inefficiencies, inconsistencies in data entry, and limited ability to track potential franchisees in real-time across their lifecycle.

Defined solution

Centralized Franchise Onboarding and Lead Management Module

A custom onboarding module was developed within SuiteCRM, integrated via REST APIs, to centralize lead tracking. Leads generated from various email sources were automatically imported, while Active Campaign was used to manage mass emailing and lead nurturing, creating a cohesive recruitment process.

SuiteCRM REST APIs Active Campaign
The challenge

Fragmented Sales Tracking and Customer Interaction Management

Sales tracking was scattered across different applications, creating fragmented visibility into lead activities and franchise performance. The lack of integration led to repeated customer calls, negatively impacting customer experience.

Defined solution

Unified Sales Tracking and Customer Interaction Management

SuiteCRM was integrated with a robust sales tracking module and Five9 for call management, which helped reduce duplicate calls and streamline customer engagement. CallFire added IVR functionalities, enabling automated call scheduling, reminders and capturing customer interaction data, enhancing the sales process.

SuiteCRM Five9 CallFire IVR
The challenge

Limited Recruitment Process and Staff Training Oversight

The recruitment process lacked a centralized Applicant Tracking System (ATS), resulting in hiring delays and missed opportunities. Offline training records also limited the ability to track training progress effectively.

Defined solution

Streamlined Recruitment and Comprehensive Training Tracking

An Applicant Tracking System (ATS) was incorporated within SuiteCRM, optimizing recruitment workflows and enabling real-time tracking of candidates. A training record management module was also developed to track offline training progress in batches, allowing for better oversight of staff development.

SuiteCRM Applicant Tracking System
The challenge

Challenges in Real-Time Operational Monitoring

Monitoring fryer performance and waste oil levels was difficult without a centralized IoT integration, reducing the company’s ability to make informed, real-time operational improvements based on data insights.

Defined solution

Real-Time Monitoring with IoT and Data Analytics Integration

Environmental Kitchen Solutions deployed TankScan IoT devices to monitor fryer and waste oil levels in real-time, sending data to the cloud for centralized access. Power BI was used to analyze this data, providing actionable insights and enhancing operational decision-making.

TankScan IoT Power BI
The challenge

Manual Payment and Financial Tracking

Revenue and royalty tracking for franchises involved manual data entry into QuickBooks, which was inefficient and error-prone. The absence of automation in royalty management affected franchisee engagement and loyalty tracking accuracy.

Defined solution

Automated Payment Processing and Financial Tracking

SuiteCRM was integrated with QuickBooks Online using APIs for automated invoicing, royalty calculation, and revenue tracking, which streamlined franchisee financial management. Netsuite was employed for advanced accounting and invoicing for national accounts, ensuring accurate financial oversight.

QuickBooks Online NetSuite
The challenge

Inconsistent National Account Management (NCA)

Handling national accounts across regions was complicated by decentralized data, creating challenges with data consistency, compliance, and streamlined contract management.

Defined solution

Consistent National Account Management (NCA) with EDI Integration

Custom modules in SuiteCRM facilitated centralized national account management, ensuring data consistency and regulatory compliance. An EDI format was implemented to standardize data exchange with external accounting systems, enabling smooth synchronization.

SuiteCRM EDI
The challenge

Outdated Technology and Lack of Integrated External Systems

The legacy SugarCRM system lacked scalability, data synchronization, and functionality, reducing the efficiency of reporting and operational insights, while also complicating integration with external systems.

Defined solution

Upgraded CRM and Integrated Systems- The transition from SugarCRM to SuiteCRM enabled real-time data synchronization and enhanced reporting. Key integrations included:

  • Google Calendar for scheduling and task management, supporting appointment setting for service calls.
  • Google Drive for document sharing and storage, enabling efficient access to shared marketing and operational documents.
  • Google Maps and Geocode for client location visualization and efficient territory management.
  • FiltaStore on OpenCart, accessible within Filta Symphony, allowing franchisees to manage accounts and order supplies.
  • System Settings within Filta Symphony for customizable email management, route configurations and master switches, offering franchise-specific flexibility and scalability.
SuiteCRM Google Calendar Google Drive Google Maps OpenCart
The Impact

Real, measurable improvements across the franchise network.

Faster Onboarding

Enhanced infrastructure supported seamless traffic handling and increased system reliability.

Improved Customer Satisfaction

Automated workflows reduced franchisee onboarding time and streamlined lead management.

Efficient Recruitment and Training

ATS integration improved recruitment workflows and provided better oversight for staff development.

Operational Efficiency

IoT-enabled monitoring optimized waste oil management and supported data-driven decision-making.

Accurate Financial Tracking

Automated invoicing minimized errors and improved royalty tracking.

Enhanced Compliance

EDI integration ensured consistent data management and streamlined national account handling.

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