QuikClaims knew what the problem was: too much manual work, no visibility into client activity, and opportunities quietly slipping through the cracks. They also knew monday.com was the right platform to fix it. What they discovered after purchasing it was that knowing the platform and knowing how to implement it for a specific business are two very different things.
What they built on their own created more problems than it solved. What OrangeDot built for them solved all of them.
What We’ll Cover
- About QuikClaims and the operational complexity behind their estimating business
- Challenge 1: Manual contract follow-up and zero visibility into client activity — revenue slipping through the cracks
- Challenge 2: A self-implemented monday.com with conflicting automations that confused the team and didn’t work
- How OrangeDot mapped the full business process and rebuilt the system from the ground up
- How DocuSign, QuickBooks, and Integromat were integrated into a single automated end-to-end workflow
- The combined impact: automated contracts and payments, real-time client transparency, and a team that actually trusts the system
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About the client
QuikClaims is an estimating services company that negotiates with insurance adjusters on behalf of contractors to justify line items for inclusion and coverage — reducing their clients’ property insurance costs. Their team includes top-tier construction professionals, expert client-facing price adjusters, and building consultants who write detailed estimates for contractors, public adjusters, attorneys, and policyholders.
The work is detail-intensive and relationship-dependent. Clients need to sign contracts before work can begin, receive estimates and invoices at the right moment in the process, and trust that their estimator is moving their project forward. All of that requires a project management system that keeps every piece of the workflow connected and visible — which is exactly what QuikClaims didn’t have before OrangeDot stepped in.
Two problems that compounded into one broken system
QuikClaims’ challenges played out in two phases. The first was the operational problem they came in with: too much manual work, no client visibility, and money being left on the table as a result. The second was the problem they created trying to fix the first: a self-built monday.com implementation that produced conflicting automations, duplicated workflows, and a team that ended up more confused than before the platform was purchased.
Every client engagement required a signed contract before work could begin — and the only way QuikClaims knew whether a client had signed was if that client emailed back to confirm. If the email didn’t arrive, nobody knew. Contracts could sit unsigned for days without any internal alert, any automated follow-up, or any record of what had happened. The team was operating in the dark on a step that directly determined whether a project moved forward or stalled.
The same opacity applied across the rest of the client journey. Without automations in place around documents, payments, and invoices, there was no reliable way to ensure that each stage of the workflow triggered the next. Opportunities weren’t being followed up on. Clients weren’t being kept informed about where their project stood. The experience QuikClaims was delivering didn’t match the quality of their actual estimating work, and revenue was slipping away as a result.
From the client side, the problem was equally frustrating. Clients had no way to see the status of their own projects unless they reached out and waited for a response. In a business where trust and transparency are foundational to the relationship, that lack of visibility was a meaningful competitive weakness.
A service business that depends on signed contracts to start work can’t afford a process where unsigned contracts are invisible. Every unsigned contract is a stalled project. Every stalled project is delayed revenue. And every client left without a status update is a relationship that’s harder to maintain. These aren’t edge cases — they’re the everyday operational risks of running a manual process at scale.
Recognizing the problem, QuikClaims purchased monday.com and began building their own solution. Without a mapped business process or professional implementation guidance, the team experimented by trial and error. The result was an accumulation of conflicting automations that duplicated workflows, triggered each other in unintended ways, and produced a system that was harder to navigate than the manual process it was supposed to replace.
Employees who were supposed to benefit from the new platform found it confusing and frustrating. The less-than-enthusiastic reception from the team meant that the tool wasn’t being used consistently, which compounded the underlying data and visibility problems. The platform existed; the system didn’t. And fixing it required more than cleaning up the automations — it required starting over with a clear picture of what the process was actually supposed to do.
monday.com without a process map is a powerful tool applied in the wrong direction. Automations built without a documented understanding of the end-to-end workflow don’t just fail to solve the problem — they create new problems. Conflicting triggers, duplicated items, and confused teams are the predictable result of implementation without architecture. The platform needs to reflect the business process; it can’t substitute for the thinking behind it.
The solution part one: BPMN mapping and a full rebuild
Interviews and detailed tech-scoping before any configuration
OrangeDot began by thoroughly assessing QuikClaims’ operations through structured interviews and a comprehensive review of their current technology stack and processes. Rather than patching the existing implementation, OrangeDot’s conclusion was clear: the right path was to design and build an entirely new system, starting from a clean understanding of how the business actually operates.
BPMN process mapping to define the architecture before building it
OrangeDot created a Business Process Model and Notation (BPMN) map of QuikClaims’ current processes, needs, and requirements. This map served as the architectural blueprint for everything that followed — defining every step in the workflow, every trigger and condition, every handoff between team members, and every touchpoint with clients. Nothing was built until the process was understood and documented.
A system designed around the business, not imposed on top of it
Using the BPMN map as the foundation, OrangeDot developed a monday.com system that reflected QuikClaims’ unique business process and user requirements. Every automation was intentional. Every workflow had a documented reason for existing. The resulting system gave employees clear, navigable views of their work and eliminated the confusion that had made the previous implementation so difficult to use.
The solution part two: DocuSign, QuickBooks, and Integromat
At the heart of the new system was a fully integrated workflow connecting monday.com to the three external platforms that QuikClaims depends on to operate. OrangeDot used Integromat to build the connective tissue between all of them, enabling automations that would be impossible through monday.com’s native integrations alone.
DocuSign: automated contract sending and signing notifications
OrangeDot integrated monday.com with DocuSign so that when an estimator updates a status item on the board — indicating that a client is ready to receive their contract — the document is automatically sent to the client without any manual action required. When the client signs, a QuikClaims administrator is immediately notified and prompted to assign an estimator to the project. The uncertainty that had surrounded unsigned contracts was replaced by a clear, automated loop that moves the project forward the moment the client acts.
QuickBooks: automated invoice generation and payment collection
When a client signs their DocuSign contract, monday.com automatically creates the project item and simultaneously triggers QuickBooks to generate the corresponding financial record. Once an estimator completes their assessment and updates the relevant status in monday.com, an automated email is sent to the client containing the estimate and invoice — with a built-in form for entering payment information directly. The entire billing process from signed contract to payment collection happens without manual intervention at any step.
Client guest access and real-time project transparency
OrangeDot solved one of QuikClaims’ most significant client experience gaps by configuring monday.com guest access for clients. Clients can now log in to see the live status of their own project as it moves through the estimating process. As estimators work, status changes are visible to the client in real time — eliminating the need for manual status update emails and giving clients the transparency that builds confidence in the relationship. Clients who prefer email updates can opt in to receive automatic notifications instead, and the conversation tool in monday.com gives them a direct channel to communicate with their estimator if they have questions.
Department-specific dashboard views
OrangeDot built customized dashboard views for each department within QuikClaims, removing the noise of irrelevant work from every team member’s daily view. Each person sees only what’s within their scope, can prioritize their tasks clearly, and navigates the platform without confusion. The employee experience that had been so frustrating with the previous implementation was redesigned to be straightforward and focused.
The combined impact
End-to-end automation from contract to payment
The full lifecycle of a QuikClaims client engagement — from contract sending through signing, project assignment, estimation, invoicing, and payment — now moves automatically based on status changes in monday.com. Manual email correspondence that had been creating operational congestion at every step has been replaced by a workflow that handles the logistics automatically, so the team can focus on the estimating work itself.
No more uncertainty about contract status
The “clouds of mystery” around whether clients had signed their contracts are gone. Every contract sent, every signature received, and every assignment triggered generates an immediate, automated notification to the right person. Opportunities that were previously at risk of slipping through unnoticed are now moving through a tracked, automated pipeline with clear visibility at every stage.
Client trust built through transparency
Clients who can see their project moving forward in real time don’t need to chase updates. The guest access capability OrangeDot configured gives QuikClaims a meaningful differentiator in how they deliver their service — and the conversation tool creates a structured channel for client communication that keeps all interaction connected to the relevant project record.
A team that trusts the system
The contrast between the previous implementation and the one OrangeDot delivered isn’t just operational — it’s cultural. A system built around a clear process map, with intentional automations and department-specific views, gives employees a tool that helps them work rather than getting in their way. The team’s confidence in the platform is the foundation on which everything else is built.
Contract sent automatically on status change · Signature triggers estimator assignment · QuickBooks record and invoice generated automatically · Clients see their project status in real time
FAQs
Why use Integromat (now Make) rather than monday.com’s native integrations?
monday.com’s native integrations cover a range of common use cases but have limitations when it comes to complex, multi-step workflows that need to orchestrate data across several platforms simultaneously. Integromat (now Make) acts as a flexible middleware layer that can connect monday.com to virtually any application and build automation logic that goes beyond what native integrations support. For QuikClaims, where a single trigger needed to cascade through DocuSign, monday.com, and QuickBooks in sequence, Integromat was the right tool for the job.
What does the BPMN mapping process look like, and why is it necessary before building?
BPMN (Business Process Model and Notation) is a standardized way of documenting exactly how a business process works — every step, every decision point, every condition that triggers the next action. For QuikClaims, this meant OrangeDot mapped out the full client lifecycle: what happens when a lead comes in, what triggers a contract, what happens when it’s signed, how the estimator is assigned, when the invoice is generated, and how the client is kept informed throughout. That map became the blueprint for every automation built in monday.com. Without it, you’re configuring individual automations in isolation — which is exactly how QuikClaims ended up with conflicting workflows in their first attempt.
How does client guest access work in monday.com without exposing internal data?
monday.com’s guest permissions allow external users to be given access to specific boards or items without seeing anything outside of what they’re explicitly granted access to. OrangeDot configured the client-facing views so that each client can only see their own project items — the status of their estimate, the stage their project is in, and the communication thread with their estimator. Internal team boards, other clients’ projects, and administrative data are completely invisible to guest users.
Can this type of system scale as QuikClaims takes on more clients?
Yes. The architecture OrangeDot built is modular and event-driven, which means it scales with volume rather than requiring more manual effort as the client base grows. New client engagements enter the same automated workflow, trigger the same DocuSign and QuickBooks integrations, and generate the same guest access setup automatically. The system gets more valuable as volume increases because the automation layer absorbs the operational overhead that would otherwise require proportional staff time.
Final thoughts
QuikClaims’ story is a reminder that purchasing the right platform isn’t the same as having the right system. monday.com was the right choice. The implementation — the process mapping, the integration architecture, the automation logic, the employee experience design — is what determines whether that platform delivers the value it’s capable of.
When OrangeDot rebuilt QuikClaims’ system from scratch, the difference wasn’t the tool. It was the thinking behind the tool. A BPMN map that documented every step before any configuration began. A set of integrations designed to work together as a coherent workflow. Department-specific views that make the platform something employees want to use. And a client experience that turns transparency into a competitive advantage.
If your team has purchased monday.com but hasn’t been able to make it work the way you expected, we can help you figure out why — and build something that does. Talk to an OrangeDot expert →