The Challenge
When Daniel, the owner of DS Water, reached out to J9 Systems, his team was drowning in admin work.
Every quote, invoice, and job was created by hand. His office staff spent hours each day juggling Google Calendar events, manually drafting invoices in QuickBooks, and chasing technicians for site reports. Job information was scattered across spreadsheets, paper forms, and shared drives.
Quoting took too long. Scheduling was chaotic. Reporting was unreliable.
Daniel put it simply:
“We were spending more time managing paperwork than actually running the business.”
Without connected systems or visibility, DS Water couldn’t keep up with demand - or scale.
The Solution
Our team designed and implemented a fully integrated field service operating system that replaced dozens of disconnected tools with one unified platform.
We began by mapping every step of their client journey - from first contact to final invoice - to identify manual bottlenecks and redundant admin tasks. Then, we rebuilt their process around automation and clarity.
Here’s what we delivered:
Lead & Quote Automation: All leads now flow directly into the system, where automated follow-ups ensure no opportunity is lost.
Smart Quote Builder: Staff can generate and send customized PDF quotes in seconds, complete with digital acceptance forms.
Automated Job Scheduling: Once a quote is approved, site visits are created automatically based on job type. Scheduling is now drag-and-drop, syncing instantly to Google Calendar with all relevant job info attached.
Technician Reporting System: Each calendar event includes digital reporting forms for technicians to upload photos and reports on-site - no more paper or manual uploads.
Streamlined Office Review & Invoicing: Job data flows back to the office for quick review. Invoices are generated and sent with one click.
Contract Management: Recurring service contracts auto-generate visits and invoices each month.
Profitability & Reporting Dashboards: Daniel now has instant visibility into job profitability, team efficiency, and financial performance.
Centralized Database: Pricing sheets, client lists, and records are all managed from a single system - no more spreadsheets or duplicate data.
The Results
The impact was immediate and measurable:
40+ admin hours saved every week
100% reduction in missed site visits
Instant quote-to-schedule turnaround
Invoicing time cut from hours to minutes
Complete visibility into pipeline and profitability
What used to take a team of people and constant manual effort now happens automatically.
Daniel shared:
“Our whole business runs through one system now. Scheduling, quoting, invoicing - it’s all connected. We finally have time to focus on growing, not just keeping up.”
The Takeaway
DS Water’s story shows what happens when a growing field service company stops relying on spreadsheets and starts operating with systems.
With one platform powering their entire workflow, Daniel and his team have scaled faster, reduced stress, and regained control of their time.
Ready to run your service business with the same clarity and automation as DS Water?