Problem
Disjointed Tools, Disconnected Teams
An international importer and distributor of premium alcoholic beverages, faced growing complexity managing its global portfolio and field operations across disconnected systems. As the company scaled nationally, managing field reps across multiple territories became increasingly complex.
The team relied on Airtable for depletion tracking and Expensify for expense management, while other essential processes—like event reporting and HR requests—were managed through siloed spreadsheets and disconnected platforms. Each regional distributor operated with its own set of tools, leading to inconsistencies in how performance data was recorded and shared. Expense submissions were time-consuming, and data aggregation lacked standardization, making it difficult for leadership to gain real-time insights into field activity or territory coverage.
The lack of a centralized system slowed decision-making and strained coordination across teams. Without a unified, intuitive interface that could support users with varying levels of tech comfort, operations became increasingly fragmented and unsustainable.
Q1
Solution
Simplifying Field Ops with SmartSuite
SmartSuite offered the importer a scalable, no-code solution that brought structure and simplicity to their workflows. The platform was configured to manage everything from expense reporting to HR requests through custom-built forms and automations. Field reps could now log expenses, upload receipts, and submit demo reports without toggling between tools.
Event tracking was also centralized. The team created a dynamic database to log every brand activation, including location, rep hours, and distributor-level details—making it easy to generate performance insights for internal use and supplier reporting.
By digitizing HR workflows and integrating them with field data, the company also created a streamlined process for PTO requests, team updates, and onboarding—all in one workspace. SmartSuite's permissioning ensured that each team member saw only what was relevant to their role, while managers gained comprehensive oversight of activity across the business.
Q2
Result
Unified Insights, Seamless Execution at Scale
SmartSuite transformed how the company operates, replacing disjointed systems with a unified platform that supports both strategic visibility and day-to-day execution. More than 650 events were tracked in the first year, and real-time dashboards now offer instant insight into rep performance, expenses, and field activity.
Expense management is faster and fully integrated. HR tasks are submitted and routed efficiently. Field reps engage with SmartSuite through simple, intuitive forms—driving high adoption even among less tech-savvy team members.
The operational shift has enabled the company to scale without sacrificing oversight, streamline reviews, and deliver better data to partners and suppliers. What was once a tangle of disconnected tools is now a centralized operations hub customized for the team’s exact needs.
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