A quote in five minutes, not twenty.

Where the time was going

Clonmel Glass & Mirrors is a long-established glazing business serving homes and commercial clients across Tipperary and Munster, alongside its sub-brand MirrorZone. The shopfront was strong. The back office was not.

Customer information was scattered across paper files, spreadsheets and an outdated accounts package. There was no central record of who had been quoted what or what work had been done previously. Staff drafted paper quotes by hand, then re-keyed the same details into the accounts package to raise the invoice. The same information typed two and three times over, with a fresh chance to get it wrong at every stage.

Glass pricing was worked out on the fly, on paper, so quotes going to customers were inconsistent and margin was given away without anyone realising. MirrorZone added another layer on top. Separate branding, separate customers, separate financials, all managed by hand with no consolidated view for management.

The team was doing the same work three times, and the customer base was effectively invisible.

What we built

We built Clonmel Glass & Mirrors a custom CRM. A single web-based system with the customer at the centre and the entire quoting, invoicing and payment workflow running off the back of it.

• Every customer has one record holding contact details, full transaction history, every quote and invoice raised against them and live payment status.
• Quotes are created against that record and tracked through draft, sent and converted. When accepted, they convert to an invoice without re-entering a line.
• Invoices generate as PDFs, send in one click and chase themselves with one-click payment reminders.
• We embedded a glass pricing calculator into the quote flow. Staff pick the glass type, enter the dimensions, the system handles the calculation and drops the line straight onto the document.
• VAT is handled at 13.5% and 23% per Irish rules. Payments are tracked per invoice with full deposit management.
• MirrorZone runs as its own module inside the CRM with separate branding, financials and customer records, managed from one login.
• Paid invoices sync automatically to Xero, eliminating the double data entry.
• Products and pricing are managed by the team in an admin area without developer involvement and the system is fully responsive across desktop, tablet and mobile.

What changed

A quote takes five minutes. It used to take twenty, and the price at the end of it depended on who was working it out.

Fifty quotes a month now come off the same system, priced the same way every time. The glass calculator does the sum, so the number that goes to the customer is right and the margin is not being given away by accident.

The double entry is gone. A quote converts straight to an invoice without anyone re-keying a line, so the mistakes that came from typing the same details two and three times over went with it.

Every customer has one record holding their full history, MirrorZone runs as its own module under one login and paid invoices sync to Xero on their own. The customer base that used to be scattered and invisible is now one structured usable record.

• One customer record holding contact details, full history, every quote and invoice and live payment status.
• Glass priced off a built-in calculator rather than worked out by hand.
• Quotes converting to invoices without re-entering a line, so the same details are never typed twice.
• MirrorZone running as its own module with separate branding and financials, under one login.
• Paid invoices syncing to Xero automatically.