Environmental Kitchen Solutions
Industry
Manufacturing & Retail
Headquarters
Northeastern United States
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Background
Environmental Kitchen Solutions is a leader in sustainable kitchen management, providing eco-friendly solutions for fryer management, waste oil collection, and bio-diesel conversion services. Through its extensive franchise model, the company empowers over 140 franchisees to deliver essential services that reduce food service waste and support environmentally conscious operations. To maintain operational efficiency and meet sustainability goals, Environmental Kitchen Solutions offers its franchise network comprehensive operational tools within an integrated platform, facilitating streamlined management of customer services, recruitment, training, and sales.
Challenges faced
Inefficiencies in Franchise Onboarding and Lead Management
The franchisee onboarding process was disjointed and spread across multiple systems, resulting in inefficiencies, inconsistencies in data entry, and limited ability to track potential franchisees in real-time across their lifecycle.
Fragmented Sales Tracking and Customer Interaction Management
Sales tracking was scattered across different applications, creating fragmented visibility into lead activities and franchise performance. The lack of integration led to repeated customer calls, negatively impacting customer experience.
Limited Recruitment Process and Staff Training Oversight
The recruitment process lacked a centralized Applicant Tracking System (ATS), resulting in hiring delays and missed opportunities. Offline training records also limited the ability to track training progress effectively.
Challenges in Real-Time Operational Monitoring
Monitoring fryer performance and waste oil levels was difficult without a centralized IoT integration, reducing the company’s ability to make informed, real-time operational improvements based on data insights.
Manual Payment and Financial Tracking
Revenue and royalty tracking for franchises involved manual data entry into QuickBooks, which was inefficient and error-prone. The absence of automation in royalty management affected franchisee engagement and loyalty tracking accuracy.
Inconsistent National Account Management (NCA)
Handling national accounts across regions was complicated by decentralized data, creating challenges with data consistency, compliance, and streamlined contract management.
Outdated Technology and Lack of Integrated External Systems
The legacy SugarCRM system lacked scalability, data synchronization, and functionality, reducing the efficiency of reporting and operational insights, while also complicating integration with external systems.
Defined Solution
Centralized Franchise Onboarding and Lead Management Module
A custom onboarding module was developed within SuiteCRM, integrated via REST APIs, to centralize lead tracking. Leads generated from various email sources were automatically imported, while Active Campaign was used to manage mass emailing and lead nurturing, creating a cohesive recruitment process.
Unified Sales Tracking and Customer Interaction Management
SuiteCRM was integrated with a robust sales tracking module and Five9 for call management, which helped reduce duplicate calls and streamline customer engagement. CallFire added IVR functionalities, enabling automated call scheduling, reminders and capturing customer interaction data, enhancing the sales process.
Streamlined Recruitment and Comprehensive Training Tracking
An Applicant Tracking System (ATS) was incorporated within SuiteCRM, optimizing recruitment workflows and enabling real-time tracking of candidates. A training record management module was also developed to track offline training progress in batches, allowing for better oversight of staff development.
Real-Time Monitoring with IoT and Data Analytics Integration
Environmental Kitchen Solutions deployed TankScan IoT devices to monitor fryer and waste oil levels in real-time, sending data to the cloud for centralized access. Power BI was used to analyze this data, providing actionable insights and enhancing operational decision-making.
Automated Payment Processing and Financial Tracking
SuiteCRM was integrated with QuickBooks Online using APIs for automated invoicing, royalty calculation, and revenue tracking, which streamlined franchisee financial management. Netsuite was employed for advanced accounting and invoicing for national accounts, ensuring accurate financial oversight.
Consistent National Account Management (NCA) with EDI Integration
Custom modules in SuiteCRM facilitated centralized national account management, ensuring data consistency and regulatory compliance. An EDI format was implemented to standardize data exchange with external accounting systems, enabling smooth synchronization.
Upgraded CRM and Integrated Systems- The transition from SugarCRM to SuiteCRM enabled real-time data synchronization and enhanced reporting. Key integrations included:
Google Calendar for scheduling and task management, supporting appointment setting for service calls.
Google Drive for document sharing and storage, enabling efficient access to shared marketing and operational documents.
Google Maps and Geocode for client location visualization and efficient territory management.
FiltaStore on OpenCart, accessible within Filta Symphony, allowing franchisees to manage accounts and order supplies.
System Settings within Filta Symphony for customizable email management, route configurations and master switches, offering franchise-specific flexibility and scalability.
The Outcome
The Impact
Faster Onboarding
Enhanced infrastructure supported seamless traffic handling and increased system reliability.
Improved Customer Satisfaction
Automated workflows reduced franchisee onboarding time and streamlined lead management.
Efficient Recruitment and Training
ATS integration improved recruitment workflows and provided better oversight for staff development.
Operational Efficiency
IoT-enabled monitoring optimized waste oil management and supported data-driven decision-making.
Accurate Financial Tracking
Automated invoicing minimized errors and improved royalty tracking.
Enhanced Compliance
EDI integration ensured consistent data management and streamlined national account handling.
