Your business shouldn't need you to run it.
Your operation runs on spreadsheets, scattered documents, and a few people who know how everything really works. I turn one costly workflow into a simple system your team can use and your company owns.
Three operational problems, three working systems.
See the previous workflow, what was built, how the team adopted it, and the result. Each full case study includes a representative screenshot and explains where its numbers came from.
Automatic reorders, purchasing visibility, and order status from the field
Low stock items now create reorders automatically instead of waiting for me to catch them. I can see what's on the shelf and what's on order from one screen, and the foremen can pull up the status of their own orders from their phones out in the field instead of calling me to ask.
- Reorders happen on their own instead of when someone finally notices
- Stock, open orders, and usage all sit on one screen
- Shortages surface early, before the shop floor feels them
Quotes, follow up, pipeline value, and margin at a glance
Every quote, customer, and price list is in one place now instead of five folders and my memory. Every morning it hands me the list of what has gone quiet, so I am not losing work just because nobody circled back.
- Quotes, customers, and pricing live in one place, not five folders
- Quiet quotes get flagged before the opportunity goes cold
- Pricing trends are visible without anyone building a report
Assignments, progress, reviews, capacity, and deadlines — on any device
PMs and foremen used to interrupt me all day asking where things stood. Now they pull it up themselves and see it live, and I get to stay on my drawings.
- Status questions answer themselves instead of interrupting a drafter
- PMs and foremen see live progress without walking over
- Workload and deadlines are visible across the whole department
Representative interface based on the delivered system. Client data has been changed.
I help Southern Maine companies scale.
Your company outgrew the spreadsheets that built it.
The systems that got you to this size are now the reason you can’t get bigger. Start with the one bottleneck costing the most time; keep the spreadsheets that still work.
You do not need a company wide software overhaul. Start with the one bottleneck costing you the most.
Department dashboards from $5,000, typically delivered in three weeks.
That timeline describes the entry dashboard. Department systems take four to six weeks; multi-department work gets its own written scope, schedule, and fixed quote before building begins.
Three common shapes. Yours gets built to fit.
These are the projects I am asked for most often. Nothing here is a fixed package — every build is customized to your workflow, scoped and priced before work begins.
Department Dashboard
I take one clearly defined workflow — quote follow-up, purchasing, CAD assignments, job status — and turn it into one shared dashboard your department can run from.
FLAT PRICE FOR ONE DEPARTMENT · NO HOURLY BILLING · NO SUBSCRIPTIONS
- A live board of every job and assignment
- Who is working on what, right now
- Status and deadlines in one place
- Your existing spreadsheets imported
- Works on a desktop or a phone
What it gives back: the status meetings, the walk-arounds, and the interruptions, replaced by a screen anyone can check.
Department System
For managers who need to see trouble early, and crews who would rather update a screen than answer questions all day.
INCLUDES THE DASHBOARD · FLAT PRICE, SCOPE CONFIRMED FIRST
- Crews update their own progress, nobody chases it
- Alerts the moment a job slips or stalls
- Capacity planning weeks ahead, not guesswork
- Comments, photos, and full history on every job
- Each role sees only the work that belongs to them
- Management reports that arrive on a schedule
What it gives back: the chasing. The work stops depending on who remembers to ask, because the system tracks and reports on its own.
Multi-Department
A hub the whole company works from. Every department in one place, each with their own view.
FLAT PRICE, AGREED BEFORE ANY WORK BEGINS
- Field crews, project managers, and the office
- Shop, CAD, and safety
- Daily plans, schedules, and job status
- Safety reporting and pre-task forms
- The accounting or ERP system you already run
- One login, each group sees their own view
How it’s priced: we scope it together before anyone commits, and you get a written plan, a timeline, and one fixed price. Nothing starts until you’ve seen all three.
Included in every project
- One clearly defined scope, agreed in a plain English plan before building starts
- Import of your existing spreadsheets and documents, so 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, including code and data
- Defects in the delivered scope are repaired at no charge during the warranty period defined in the project agreement
Every project is quoted flat, before work starts
$5,000 is the entry dashboard: one department, one working workflow, typically delivered in three weeks. Larger work — including full department systems, multi-department systems, and ERP or accounting integrations — receives its own fixed quote and delivery schedule.
It starts with a free 30-minute consult, by video or phone, with nothing owed unless you decide to build. There are no subscriptions and no monthly fees, and you own everything I build permanently.
The three-week dashboard process.
For the entry dashboard: week 1 I am on site and planning, week 2 I build, and week 3 we refine it with your team already using it. Larger systems follow the same approach on the schedule quoted for them.
A free 30-minute consult
By video or phone, whichever suits you. Tell me what you’d like to run smoother and you’ll get an honest read on whether software can fix it, and what it would take.
On site, then planning
I spend a full day at your shop, office, or job site watching how the work really flows. The rest of the week is pre-production: mapping every screen and step, and setting up the build. You end the week with a plain English plan, a written scope, and a fixed price.
I build it
A focused week of building, with progress check-ins as I go. You see a working version by the end of the week, not a status report.
Refine together
Your team is using the tool before the project ends. I tune it around them until it fits the way your people actually work.
You’re not calling a sales team — you’re calling the person who builds your tool.
I'm Gavin Lilly, the founder and builder behind OptimizeMaine. I spend a day with the people doing the work, build around what actually happens, train the team in person, and hand over the software, data, and documentation.
Built from the shop floor, office, or job site
I observe the real handoffs, exceptions, spreadsheets, and workarounds before deciding what the system should do.
No sales handoff
The person who scopes the problem is the person who builds, refines, trains, and answers your questions.
Company knowledge becomes a company system
Your rules, approvals, and handoffs stop living in one person’s head. The company owns the software, its data, and the documentation.
Build a company that does not depend on any one person. Clear workflows make it easier to hire, delegate, add volume, and eventually transition the business.
Common questions, answered plainly.
Reference for anyone who wants the detail in writing before a call.
Read the common questions7 answers
What does it cost?
What kinds of businesses do you work with?
How much of our time does this take?
We’re not a tech company. Will this work for us?
Who owns the software afterward?
Are there ongoing costs?
How do we get started?
Show me what is slowing the team down.
Send four quick details for a free 30-minute consult. I’ll give you a direct read on whether software can fix the problem and what the right-sized first project looks like. Prefer not to use a form? Call or text me instead.
Video or phone · fill out the form and I’ll confirm a time Call Gavin
(207) 219-9250 Text Gavin
(207) 219-9250 Email Gavin
gavin@optimizemaine.com
Request your free 30-minute consult.
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