One record for every customer and job
All 41 files now sit in one database, in Aire Tech’s own account.
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Case study · HVAC · Philippines
Six years of aircon jobs sat in 41 Excel files.Now they run in one system.
Aire Tech installs and services air conditioning in Cabanatuan, Philippines. We moved six years of records out of spreadsheets and built the tools the team now works in.
Project facts and measured numbers
41 to 1
Excel files moved into one system.
4,511
jobs imported, with 2,961 customers.
184 to 8
technician names cleaned to the real crew.
2 days
from first build day to a working version.
[01] The starting point
The records could not answer a simple question.
Every job since 2020 was typed into Excel. Nobody could see who was due for a cleaning or who still owed money.
What the audit found
- 1,952 customer records had no phone number.
- 1,409 past cleaning customers had not been back since 2024.
- 184 technician names for a crew of 8.
[02] What we built
One system, six tools.
One form for new work
Sales, service and quotes go in one form with pick lists, so new records stay clean.
The numbers, without asking
A home screen shows today’s jobs, money received and money owed. A sales report is texted to the owner each morning.
Win-back texts
The system drafts a text when a customer is due. A person approves each batch, and replies land in a shared inbox.
A front door
A website, order emails and a small shop all feed the same records.
A board for bigger jobs
Commercial jobs and tenders are tracked on one board, each with a draft proposal.
[03] The hard problems
Three problems that needed real engineering.
Problem 01
The database plan ran out on the first night.
The import came to 7,656 records on a plan that allows 1,000. We moved the whole app to Postgres that same night.
Problem 02
Customers had to be able to text back.
In the Philippines, a text sent under a business name cannot receive a reply. So two-way texts go through an Android phone with a local SIM, and replies land in the shared inbox.
Problem 03
One phone number, three customer records.
Some customers were in the old sheets more than once. Every texting rule now follows the phone number, so nobody gets a wrong or repeated text.
[04] Results so far
What changed.
- 41 Excel files are now one database: 4,511 jobs and 2,961 customers.
- 184 technician names cleaned to a crew of 8.
- City values cleaned from 121 to 64.
- Win-back texts: 651 phones texted, 35 replies, 18 asking to book or for a price.
[05] Tech used
What it runs on.
Next.js, Postgres on Supabase, Vercel, Python, n8n, Slack, Semaphore, SMS Gateway for Android, Resend, Cloudflare.
Your records
Sitting on years of spreadsheets?
Show us the messy version. We will tell you what we would clean first and what we would build on it.