Project Stories

Software that works for you.

No marketing fluff here. The first two are real, step-by-step stories of growing companies we moved off limiting software and onto systems they own outright, with AI doing real work inside them. The third is a build pattern — how we set up an operation that can't afford to be offline.

Abstract

A residential and commercial water-feature design-and-build company was running four separate systems — Salesforce, Zoho, QuickBooks Online, and a stack of spreadsheets — and paying for every employee who logged in. We folded all four into one platform they own outright, running in their own private, walled-off section of Google Cloud that no other company shares. Everyone got access without adding a dollar in login fees, and their software bill dropped from about $2,500 a month to around $300 — because instead of paying a fee for every employee who logs in, they now pay for the computing power they use, like a utility bill.

Plan Performance (two dedicated servers, your own private cloud)
Old Roadblock Four Systems, And A Fee For Every Login
Kept Running & Secure By Managed Cloud Care
AI Assistant Invoice Checker (reads your documents)

Phase 1: Two-Server Setup

Everyone Can See the Whole Picture Again

Because the old tools charged a fee for every employee who logged in, access was rationed — the crews and office staff doing the work were kept out of the systems that tracked it. We moved the client to our Performance plan, the engine that runs their all-in-one business software (accounting, inventory, HR, sales and more, all in one place). We set it up on two dedicated servers inside their own private section of Google Cloud, one holding the data and one running the software, so reports don't slow down the people entering orders. On day one, everyone in the company could log in.

Phase 2: Your Data, Only Yours

Moving the Data Across and Locking It Down

We moved more than 300,000 records out of four systems and into one database they own — deduplicated and checked on the way in, with nothing lost. Our Managed Cloud Care service keeps it locked down, so no one gets in without being verified first. The client holds the only keys that unlock their data (not even Infinary can open it without them), and they have full top-level access to their own database.

SUCCESS: Salesforce, Zoho, QuickBooks + spreadsheet export
SUCCESS: Dual-VM VPC Interconnect
SUCCESS: Records checked and loaded — none lost
SECURE: Zero-Trust IAM Established

Phase 3: Adding the AI

The Invoice Checker Goes to Work

With all their data now organized in one place, we switched on the Invoice Checker. It reads incoming invoices and documents using Google's business AI and files them automatically, checking that the invoice, the purchase order, and the delivery receipt all agree before anything gets paid. Job costing changed the same way: the profit on a build used to be rebuilt by hand in a spreadsheet whenever someone had time for it, and now it updates on its own, continuously, from the records already in the system.

~88% Lower Software Bill ($2,500 → $300/mo)
300K+ Records Moved Into One Platform
Everyone Now Has Access — New Hires Add No Login Fee
Full Access To Your Own Data

Abstract

A fast-growing cleaning company was running on paper timesheets, a whiteboard schedule, and invoices typed up in Word days after the work was done. We put the whole operation on one platform they own outright, in their own private, walled-off section of Google Cloud that no other company shares, in about three months. Crews clock in on their phones, the schedule builds itself from their recurring contracts, and invoices go out the same day the job is verified.

Starting Point Paper Timesheets And A Whiteboard
Live In About Three Months (Feb–May 2026)
Rolled Out First Scheduling And Mobile Time Tracking
Ownership Theirs Outright — Software, Data, And Servers

Phase 1: Getting Off Paper

The Schedule Comes Off the Whiteboard

The master schedule lived on a whiteboard and in the owner's head, and routes went out by text and phone call, so one cleaner calling in sick meant a frantic morning of re-juggling. We started with the two things everyone touches every day: scheduling and mobile time tracking. Recurring service contracts now build the schedule themselves, and a daily board shows every job, every crew, and every route, so re-assigning a sick cleaner's stops takes seconds instead of a morning.

Phase 2: Hours Without the Re-Typing

One Record for Every Job

Cleaners clock in and out on their phones right at the site, work through a digital checklist for that property, and capture proof the job was done before they leave. Hours flow straight into payroll with nothing re-typed, and the office can see which sites are finished without making a phone call. The gate codes, alarm instructions, and client preferences that used to live on clipboards are now searchable.

SUCCESS: Paper timesheets -> clock-in on the phone
SUCCESS: Whiteboard schedule -> recurring contracts
SUCCESS: Clipboard checklists -> proof the job was done
SECURE: Their own cloud account, their keys

Phase 3: Getting Paid Sooner

The Invoice Goes Out the Same Day

Invoices used to be typed up in Word after the fact and emailed days later, sometimes not at all. Now a completed, checklist-verified job turns into an invoice on its own and goes out the same day, and clients pay online by card through Stripe. The books moved onto the same platform, so the money side stops lagging the work, and a client portal lets customers see their own schedule, invoices, and service history without calling the office.

Same-day Invoices, Down From Days
90 days Paper To One Platform
All digital Timesheets, Schedules And Checklists
Owned Outright — Software, Data, And Servers

The Pattern

This one is a build pattern rather than a client story. Warehousing and shipping operations can't afford downtime, and their numbers usually sit in scattered systems that don't agree with each other. Our Enterprise plan brings it together, with copies of the data kept in two parts of the country so the system keeps running even if one location goes down, and our Invoice Checker assistant takes the manual labor out of accounting.

Plan Enterprise (servers in two parts of the country)
Staying Online Automatic Backups That Get You Running Again Fast
AI Assistant Invoice Checker (reads your documents)
How You Pay For What You Actually Use, Like a Utility Bill

Phase 1: Servers in Two Places

A Backup That's Always Ready

When each distribution center runs on its own island of technology, a single local outage can take operations down. We set up our Enterprise plan across two separate parts of the country (for example, the western and central United States). Every transaction is instantly copied to the backup location, so if the main one ever goes offline, everything switches over to the second one automatically, with no interruption.

Phase 2: The Invoice Checker

Taking Over the Back-Office Grind

Once the core system is solid, the next place to go is accounts payable, where the hand-keying piles up. With our Invoice Checker assistant, incoming invoices are read automatically, matched against the matching purchase orders to make sure everything adds up, and posted to the books, without anyone typing them in by hand. Anything that doesn't line up goes to a person instead of being posted automatically.

READ: Invoice arrives → the details are pulled out
MATCHED: Checked line by line against the purchase order
FLAGGED: Anything that doesn't line up → a person
POSTED: Everything that does → straight to the books

Phase 3: Paying for What You Use

A Bill You Can Actually Follow

Instead of paying inflated enterprise license fees, you pay for the computing power you actually use, like a utility bill. The cost is simply our Managed Cloud Care service, a flat management fee, and the raw Google Cloud usage for the two locations. The Invoice Checker charges a small, fixed amount per invoice it processes. So the bill tracks real usage, not a vendor's price list.

99.9% Uptime Target (Stays Online)
Automatic Invoice Matching — Exceptions Go To A Person
One Set Of Numbers, Not Three That Disagree
Utility Pay Only for What You Use