How TDH Signs Connected ShopVox, Teams, Wrike, and Company Cam into One Workflow

The Problem

TDH Signs designs, fabricates, and installs signage — work that touches quoting, project management, document approvals, and on-site photo documentation. No single system covered all of it, so the team ran a stack of tools that didn't talk to each other: ShopVox for quoting and sales orders, Wrike for project management, Company Cam for job photos, SharePoint and Microsoft Teams for documents and collaboration, and PandaDoc for proposals.

Because nothing was connected, every new job meant re-typing the same customer and project information into each system by hand. Folder structures were built from scratch each time and named differently depending on who created them. Details got missed or mistyped in the hand-off between systems, and because there was no reliable single source of truth for where a project actually stood, the schedules TDH gave clients were closer to estimates than commitments.

What We Built

We started with a tool audit to work out what each system was genuinely needed for, then built automations that let ShopVox drive the rest of the stack. A quote created in ShopVox now sets up everything the project needs, everywhere it needs to exist.

A new quote sets up the whole project

When a quote is created in ShopVox, the automation checks whether the client already has a group in SharePoint and Microsoft Teams and creates one if not, then builds a standardized folder tree so every project's documents live in the same predictable structure. It creates the matching project in Wrike for project management and in Company Cam for site photos, then adds a tab in the client's Teams channel for each one — so the whole job is viewable from a single application instead of four logins.

Quote to sales order, without re-entry

When a quote is converted to a sales order in ShopVox, Teams, Wrike, and Company Cam are all updated with the new information automatically. The details that used to be re-typed three times now flow through once, from the system where they were first entered.

Proposals and change orders

We integrated ShopVox with PandaDoc so order information passes straight through to produce proposal documents and change orders. Pricing and scope come from the order record itself, so what the client signs matches what's in the system.

Incoming leads land in the CRM

A website trigger sends new enquiries directly into the CRM, and meetings booked through the site with Calendly create their records too. Leads and booked meetings arrive in one place instead of an inbox, so nothing sits unclaimed.

Drawing review and approval

Drawing approvals are managed by automation: reviewers are prompted, votes are collected, and the project status changes as the outcome comes in. The approval trail lives with the project instead of scattered across email threads.

Notifications that move work forward

Each team is notified when it's their turn to act. When a project is completed in Wrike, for example, accounting is notified to process billing — so the next step starts without someone remembering to chase it.

The Results

Projects flow more accurately from quote to completion, with information entered once and carried through every system instead of re-typed at each step. The tool audit let TDH retire four systems, and the automation removed roughly one full-time equivalent of administrative labour. Project mistakes are down 25% on the back of better tracking, and for the first time the team can give clients accurate scheduling — where previously there was no useful schedule to work from at all.