Evergreen Plant CRM/ERP Project Overview
Evergreen Plant CRM/ERP asked PrimePeak to replace spreadsheets, email chains, and siloed apps with a single system that could run the business end-to-end. We designed and implemented a custom CRM/ERP tailored for a horticulture operation—covering wholesale and retail sales, greenhouse/yard inventory, order fulfillment, deliveries, and after-sale service. The result is a unified platform that gives the team real-time visibility (what’s available now vs. what’s coming out of propagation), faster quoting, cleaner logistics, and reliable numbers for planning.
Business Context
Plants aren’t static SKUs. Availability changes with grow cycles, pot sizes, batches, and seasonality. Evergreen needed a system that understands live inventory, supports customer tiers (landscapers, retailers, walk-ins), and coordinates everything from quotes to routes—without breaking under spring demand.
What We Built (at a glance)
- CRM for Green Industry: accounts, contacts, site addresses, opportunity pipeline, notes/photos, follow-ups, and reminders.
- Catalog & Live Inventory: varieties, pot sizes, grades, propagation/batch tracking, hold/reserve logic, substitutions, and availability forecasting by week.
- Quoting → Orders → Invoices: tiered price lists (wholesale/retail/contractor), quantity breaks, deposits, signatures, and automated document generation (quotes, confirmations, packing slips).
- Fulfillment & Yard Ops: pick lists by zone/bench, barcode/QR scanning for batch accuracy, quality checks, and shrink tracking.
- Dispatch & Delivery: multi-drop routing, truck capacity checks, driver app (e-POD, photos, signatures), and exception handling.
- Service & Warranty: post-install checks, replacements/credits, maintenance visit scheduling, and SLA timers.
- Purchasing & Vendor Management: POs, expected arrivals, cost updates feeding margin analytics, and three-way match.
- Payments & Reconciliation: card bank/Stripe capture, terms, deposits, AR aging, and daily reconciliation dashboard.
- Analytics: sales by variety/size, fill rate, lead-to-order conversion, margin by customer segment, inventory turns, loss/shrink, and route efficiency.
Key Automations
- Availability emails (by segment) generated weekly from forecasted batches.
- Quote nudges: if no response in 48 hours, send reminder; if approved, convert to order and reserve stock.
- Pick waves: yard pulls grouped by zone to reduce walking and re-handling.
- Delivery day SMS with live ETA and driver contact.
- Service tickets auto-created from customer replies/photos; warranty rules applied to approve replacements.
- Month-end close: reconcile deposits, outstanding POs, and AR with one click of pre-built reports.
Integrations
- Accounting: sync customers, invoices, payments, taxes.
- Payments: Stripe/terminal integration for deposits and on-site collections.
- Maps & Routing: optimized multi-stop routes with geofenced proof-of-delivery.
- Email/SMS/WhatsApp: unified communications logged on the customer timeline.
- Labeling/Scanning: batch and pallet labels; scan to pick, load, and deliver.Impact
- Faster quote-to-cash cycle with fewer stockouts and substitutions.
- Higher order accuracy and lower shrink via batch scanning and quality gates.
- Predictable routes and fewer “where’s my order?” calls thanks to live ETAs and e-POD.
- Leadership visibility into sales mix, margins, and capacity—supporting better purchasing and staffing decisions.
