Bill’s Car Service & Transport in Pittsburgh needed a practical way to reduce the manual effort involved in taking trip orders, placing trip information on driver calendars, and coordinating trips across drivers. Triple Speed Technology performed the discovery and research work needed to compare improvement paths and prepare the business for its next step.
Challenge
The existing process began with customer details arriving by phone, text, email, web form, or referral. Staff then copied information into a shared Google Sheet trip roster and copied it again into Google Calendar dispatch events. Later bookkeeping information was maintained in local Excel files.
This repeated entry created opportunities for inconsistent details, missed information, and avoidable coordination work. The trip roster also had to capture operational fields such as service type, vendor codes, passenger and equipment counts, pickup and drop-off locations, pricing, tips, and driver notes.
The business was also considering whether a larger systems change, including replacing QuickBooks, should be part of the solution. Any recommendation needed to balance immediate relief with cost, adoption, migration risk, and future growth.
What we did
Over the months of July and August 2026, we documented the current workflow, researched comparable tools, evaluated alternatives, and prepared a decision path for implementation.
Four approaches were considered:
Microsoft 365 and Bookings
Purpose-built scheduling interface with staff assignments and notifications.
- Estimated Effort: 5h to MVP
- Actual Effort: none, not pursued
Extend Existing Google Workflow
Google Apps Script could turn labeled emails into trip-roster rows and create driver calendar invitations
- Estimated Effort: 6h to MVP
- Actual Effort: 6.75h
Migration to an ERP, Workflow Built in the Platform
Broader modernization path into Odoo, would provide support for appointments, invoicing, fleet, employees, contacts, and more.
- Estimated Effort: 44h to MVP
- Actual Effort: none, not pursued
Custom Intake and Dispatch Application
Mobile-friendly progressive web application that could preserve the Google Sheet and Calendar backend while providing focused screens for contacts, bookings, and invoices.
- Estimated Effort: 30h to MVP
- Additional Effort for email and Square API Invoicing: 16h to MVP The estimated effort was 30 hours for the core MVP, plus 16 hours for emailed or Square API invoices.
- Effort to-date: 4.5h to POC
Comparison of Options
Analysis included SWOT comparisons, cost and infrastructure considerations, migration risks, and next-step recommendations.
- Effort for research, analysis, and summarizing in a report: 26h
Conclusion: The existing Google-based workflow was extended, and a custom-app designed to be hosted alongside the existing website.
Example Images
Prototypes were made for each option, and visuals captured also in the project report:
Results
The project produced a documented comparison rather than prematurely committing the business to a platform change. Bill’s Car Service received:
- A clear description of the current intake, roster, and dispatch process.
- Four solution paths with strengths, weaknesses, opportunities, and threats.
- Estimated MVP effort ranging from five to 44 development hours, depending on scope.
- Cost and infrastructure considerations for Microsoft 365, Odoo, and custom application development and hosting.
- A staged path that could begin with workflow automation and preserve existing Google tools while the business validates a larger solution.
The custom application option also established a foundation for stronger validation, duplicate detection, audit trails, role-based access, mobile workflows, customer history, invoice generation, and future notifications.
Client Experience
“Talking through our processes was easy with the 3speed engineer. We quickly identified opportunities to reduce manual effort, and we feel confident that we’re on a path that will let our business expand smoothly.” -Charlotte, Co-owner, Bill’s Car Service
Takeaway
Process improvement should rarely begin with replacing what is currently running the business. For Bill’s Car Service, the most useful first step was to understand where information entered the business, how it was copied between tools, and which changes would reduce effort without disrupting dispatch.
The resulting options made the tradeoffs explicit: extend the current Google workflow for a quick win, adopt a broader platform such as Odoo for business modernization, or build a focused application that grows feature by feature.
Want This Kind of Analysis for Your Business?
If your service operation relies on disconnected steps, repeated data entry, or manual handoffs, Triple Speed Technology can help you document the workflow, compare solution paths, and plan a practical implementation.
Contact Triple Speed Technology to start a conversation about your intake, dispatch, ERP, or custom application needs.