Problem
Rising costs and rigid architecture slowing progress
A custom software and IT solutions provider based in Guatemala faced growing complexity as it scaled development of tailored platforms for clients spanning HR, inventory, and project management. But before adopting SmartSuite, the team was deeply embedded in Quickbase, where rising complexity and platform limitations began to hinder scalability.
One of the biggest constraints was Quickbase’s per-user pricing model, which forced clients to pay for full-access seats—even when users only needed limited visibility, like viewing a 30-day report or receiving simple status updates. This created an over-reliance on email notifications and patchwork automations, complicating the user experience and driving up costs.
At the same time, the custom software and IT solutions provider’s internal teams faced mounting challenges with Quickbase’s rigid architecture—limited interface customization, clunky automation setup, and manual workarounds for sub-record management. As their business grew and reselling became a larger focus, the lack of flexibility made it increasingly difficult to deliver efficient, scalable solutions.
To meet evolving client needs and streamline their development workflows, the custom software and IT solutions provider sought a platform that could simplify complexity without sacrificing power or profitability.
Q1
Solution
Simplifying daily workflows: from complexity to clear focus
SmartSuite provided an end-to-end workspace that allowed a custom software and IT solutions provider to build, test, and share fully functional business systems—without needing external tools for automation, client-facing portals, or visual customization.
Key modules and features used included:
- Shared Views: Allowed clients to view up-to-date reports without needing logins or licenses.
- Field & Table Permissions: Enabled the provider to restrict data visibility at granular levels.
- Automations & Formulas: Reduced reliance on patchwork integrations and manual workarounds.
- Partner Sandbox & Solution Sharing: Facilitated the development of reusable templates for client solutions.
As the founder described it: “Our goal is to take this whole thing we're making and make it so I can just come here, see what I need to be working on for today… instead of sifting through vast infrastructure.”
By centralizing processes and eliminating external tool dependencies, the provider significantly streamlined client delivery and internal efficiency.
Q2
Results
Where powerful data meets modern and intuitive user experiences
Since onboarding with SmartSuite, this custom software and IT solutions provider has rapidly transitioned away from Quickbase, migrating two client systems and using SmartSuite to build a fully customized CRM and project management platform for internal use. SmartSuite’s permissions and shared views have enabled them to offer clients a modern portal experience—without the burden of full user license costs.
They also began white-labeling solutions and preparing packaged offerings for resale. As the founder of the company described it, “We’re packaging what we build for our own company so it can be resold to others.” With SmartSuite’s partner tools and sandbox features, the team now builds once and deploys many times.
From an operational standpoint, SmartSuite eliminated the pain of overly complex data structuring. Another team member noted, “You’ve built an actual user experience on top of a database—finally.” The result has been smoother client interactions, scalable growth, and a shift in focus toward strategic delivery rather than platform workarounds.
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