Customer storyCustomer story3 min
Per account data entry (down from 2+ hrs)
10 days
Faster customer graduation
<1 month
To full implementation
See why teams at high growth companies use Rubie.
Granum provides business management software for landscapers and arborists, uniting Landscape Management Network, Single Ops, and Greenius under one platform.
“Rubie is an easy, streamlined tool that saves you hours with data transformation. You get an answer immediately, and they're there for us.”
CHALLENGE
Granum provides business management software for landscapers and arborists, uniting Landscape Management Network, Single Ops, and Greenius under one platform. Their 18-person onboarding team faced a persistent bottleneck: material list data entry.
Clients consistently provided material lists as PDFs from their suppliers, an industry standard that created significant challenges. These documents were rarely in readable or structured formats, requiring tedious manual extraction. Each account demanded 1-3 hours of data entry for material lists alone, with complex multi-page documents sometimes requiring 10-15 hours.
The team faced an impossible choice: decline customer PDFs entirely, or accept them and watch admin time balloon. When they did accept complex documents, they often limited processing to just one page out of 250, leaving customers responsible for the rest.
“Before implementing Rubie, what we used to do was actually to either decline the PDF or we'd spend hours and hours and hours manually copying all the data one by one into Excel sheets.”
SOLUTION
Granum's COO, Alex Feldman, identified Rubie as a potential solution to their data extraction challenges. The alternative was hiring additional outsourced data entry specialists. They already had two dedicated resources spending significant time on material lists alone.
The Rubie implementation took less than one month. Granum provided playbooks and examples of the data they consistently received versus generic data requiring transformation. The onboarding process was streamlined, and the team was able to start seeing value almost immediately.
Three capabilities proved most valuable. First, the smart extractor efficiently pulls data from even complex, magazine-style PDF layouts that were previously impossible to process. Second, the transform feature enables bulk data manipulation, making sophisticated data work accessible to team members without Excel expertise. Third, the white-glove customer support, delivered through a dedicated Slack channel, provides answers within minutes and immediate fixes for any issues.
“With that Slack chat, our whole team can just tag you guys. It's not like going through support—everybody responds within five minutes typically.”
OUTCOME
The efficiency gains have been transformative. Data entry for material lists that previously consumed 1-2 hours per account now takes less than 2-3 minutes and processes can run in the background while specialists handle other tasks. The two outsourced data specialists who previously focused on material lists can now address other data issues across the business.
The downstream impact on customer success has been measurable. Average days to graduation decreased by 10 days and data validity has improved significantly as the systemized process reduces errors compared to manual entry. Perhaps most importantly, Granum can now say “yes” to customers with complex 50-page PDF documents instead of declining or limiting what they'll process.
Looking ahead, Granum plans to expand Rubie's role beyond customer-facing tasks into backend processes. Their development team is exploring Rubie's operational capabilities, with a major initiative focused on migrating customer data from two legacy products to Granum's main platform, potentially using Rubie for data transformation as an alternative to building an internal import tool.
“Rubie is a customer-centric AI data company that solves all of your problems. The customer service is what sets them apart. It ensures a seamless and painless customer experience during onboarding, which customers remember long-term.”
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