Problem
Scaling Pains Exposed Critical Process Gaps
The Food Truck League, a platform that connects communities with local food trucks through event booking and location tracking, plays a central role in promoting diverse culinary experiences. But as operations scaled, the team struggled to manage complexity across scheduling, HR, and finance using a patchwork of spreadsheets, custom portals, and third-party tools like Asana and Make.
Scheduling hundreds of trucks across various event types became increasingly difficult, with limited automation and visibility. Payroll and time tracking were handled in error-prone spreadsheets, and the invoicing process was equally fragile—often requiring manual oversight to enforce truck-booking limits and ensure accuracy. As demand grew, so did the volume of API calls, risking system overloads and disruption.
Meanwhile, HR processes such as hiring, onboarding, training, and performance tracking were fragmented across multiple platforms. Weekly operations like quote generation, email and SMS reminders, and invoice syncing required constant manual intervention, leading to delays, duplicate work, and operational drag. The team needed a unified system that could bring structure, automation, and real-time insight to support sustainable growth
Q1
Solution
SmartSuite Becomes Backbone of Daily Operations
Food Truck League consolidated their operations within SmartSuite, using the platform as a comprehensive ERP. Their implementation includes:
- CRM for managing client requests (weddings, lunches, recurring contracts)
- Scheduling solutions for event types like lunches, league nights, and catering
- Smart Automation for reminder emails, truck matchmaking, invoice creation, and canceled quote cleanup
- HR solutions for hiring, onboarding, training, and employee performance tracking
- Payroll & Time Tracking workflows built with granularity (e.g., market and role allocation per shift)
SmartSuite’s flexibility allowed them to redesign their buffer and booking rules per truck, automate quote workflows with fallback mechanisms, and build new dashboards with real-time KPIs. Their architecture now supports granular reporting—down to truck-level profitability and time allocation—while reducing the need for external portals.
Q2
Results
Centralized Systems Unlock 10x Scalability
The shift to SmartSuite has transformed Food Truck League’s operational capacity:
- Scheduling at Scale: Trucks self-schedule within set limits and buffers, drastically reducing administrative work.
- Cleaner Data & Better Dashboards: Over 35 formula fields and unnecessary lookups were removed, optimizing performance.
- Automated Compliance & Payroll: With state-mandated biweekly payroll rules, the team can now allocate time per event, market, and role, all tracked within SmartSuite.
- Smarter Communication: Native automation now handles matchmaking and reminders. Invoices are auto-generated per truck. Comm center allows communication transparency.
- Scalable Infrastructure: With shared views and API optimization, SmartSuite is replacing Make.com processes and planning for native truck access in future phases.
- Customizable Permissioning: Enables team members to view each other's events and seamlessly assume responsibilities when necessary, while ensuring individual privacy by restricting access to confidential information.
This centralization not only improved efficiency, it positioned Food Truck League to scale 10x without infrastructure strain.
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