Turn spreadsheet chaos into one simple system your team will actually use.
We connect and automate the Excel, Google Sheets, Word, email, and paper workflows already running your business — replacing only what's slowing you down. One fixed-price project, delivered in three weeks, that you own forever. No subscriptions, no hourly billing, no monthly fees ever.
Day 1: a 2-hour face-to-face consultation — we come to you (video available). Then 2–3 days on site learning your workflows and finding the fix.
A working custom solution — built fast, with check-ins along the way.
Your employees use it, we tune it until it fits the way they work.
Does this sound like your week?
If even three of these hit home, one three-week project can usually erase the worst of it — without disrupting anything that already works.
Before and after, from the people who use these tools daily.
Not executives — the purchasing agents, estimators, and crews whose actual workday changed.
Shop inventory & purchasing, out of the spreadsheets
Before this, our shop stock lived in spreadsheets and in my head. Now I can see what's on the shelf, what's on order, and what's running low from one screen. Ordering that used to eat half my day takes twenty minutes — and we've stopped paying rush freight on parts we didn't know we were out of.
Every quote, customer, and price list in one workspace
Every quote, customer, and price list is finally in one place instead of scattered across folders. I can see what we sent, what came back, and what's due — and the AI pulls details straight off the drawings, so I'm never starting from a blank page.
Field crew daily planning for a New England mechanical contractor — a phone-friendly app that tells crews where to be and what they need, replacing the morning phone-tag ritual. Department workload dashboard for a drafting team — live visibility into assignments and progress instead of status meetings.
You don't have to throw away the spreadsheets that work.
We start with the files and documents your team already trusts. We can clean them up, connect them, automate the repetitive steps — or replace only the one part that has become unmanageable. Your data comes with us: existing spreadsheets import into your new tool on day one.
Software that pays for itself in saved hours.
Every tool below started as a real headache in a real Maine business. If your team fights spreadsheets, paper forms, or typing the same thing twice — we can probably fix it.
Quoting & Estimating
Get accurate quotes out without spending half a day digging through folders — with AI that reads plans and drawings for you.
Inventory & Purchasing
Know what's in stock before a crew needs it — shelf counts, orders, vendors, and receiving in one place instead of five spreadsheets.
Crew Scheduling & Daily Planning
Simple phone-friendly apps that tell your crews where to be and what they need — and show you the whole week at a glance.
Job & Team Dashboards
See your whole operation on one screen — who's on what, what's due, where the bottlenecks are — without calling five employees.
Paperwork & Email Automation
Stop entering the same information in three places. AI sorts the inbox, pulls out action items, drafts replies, and fills the repetitive forms.
Practical AI, Where It Helps
We add AI only where it saves real hours — reading documents, counting parts on drawings, answering questions about your own data.
Three weeks. One flat price. No surprises.
Week 1 we meet your team. Week 2 we build. Week 3 we refine. Three weeks max, and you know the cost before we write a single line of code.
Face-to-face consultation
We come to you — your shop, office, or job site — and sit down with the people doing the work. Prefer a screen? Video consultation available as well.
Meet the team, learn the work
We spend 2–3 days on site, in person with your team — watching how the work really flows and pinpointing the solution worth building.
We build it
A focused week of building, with check-ins so you see progress. No six-month projects, no disappearing acts.
Refine together
Your team uses the tool for a week while we tune it — adjusting until it fits the way your people actually work.
What your $5,000 includes
- One clearly defined workflow, agreed in a plain-English plan before building starts
- Import of your existing spreadsheets and documents — your data comes with you
- Works on desktop and phones, for the users and departments we agree on
- In-person training for the people who'll use it
- Deployment, documentation, and full handoff — code, data, everything
- Fix-it-free warranty: if it stops doing what it did on delivery day, we repair it at no charge
What's quoted separately
- Deep accounting/ERP integrations
- Large historical-data cleanup projects
- Hardware, kiosks, or new devices
- Multi-department system replacements
- Regulatory or compliance-driven builds
If your project needs any of these, we'll say so at the consultation and quote it honestly — before you commit to anything.
Total project price: flat and fixed
One pain point, one working tool, delivered and refined in three weeks — maximum. Your $250 consultation is credited toward the project, there are no subscriptions or monthly fees, and you own everything we build — permanently.
Built so you're never dependent on us.
The questions careful owners ask — answered before you have to ask them.
Your existing logins
Wherever possible, your team signs in with the Google or Microsoft accounts they already have. No new passwords to forget.
Mainstream cloud hosting
Your tool runs on the same major cloud platforms the big companies use — in accounts set up in your name, not ours.
Automatic backups
Your data is backed up automatically by the hosting platform. A dead laptop or a deleted row is an inconvenience, not a disaster.
AI that doesn't train on your data
Where a tool uses AI, we use business-grade services configured so your company's data is not used to train anyone's models.
Export everything, anytime
Your data exports to standard formats — spreadsheets, CSV — whenever you want it. It's yours; you should be able to take it anywhere.
Any developer can take over
Built on mainstream, well-documented technology, delivered with source code and a written handoff. If I get hit by a lobster truck, another developer picks it up without drama.
No sales team. No account managers. Just the builder.
Gavin Lilly
I've spent years building custom software inside a large Maine industrial company — tools that estimators, shop crews, and field teams open every single morning. Not demos. Not prototypes. Software people count on to get their work done.
When you call OptimizeMaine, you're talking to the person who will actually build your tool. I'll sit with your team, learn how your business runs, and treat your time like it's my own money — because saving it is the whole job.
Straight answers, before you even call.
What does it cost?
How long does it take?
We're not a tech company. Will this work for us?
Do we have to give up our spreadsheets?
What if software can't fix our problem?
Who owns the software afterward?
What if it breaks six months from now?
Are there really no monthly fees?
Step one is a conversation.
Tell Gavin the one task your team dreads every week. He'll tell you honestly whether software can fix it — and if it can, you'll schedule your two-hour consultation on the spot.
Browsing after hours? Send it now.
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