When a business outgrows its accounting software, the leap to a modern ERP can feel intimidating. The cost can be high, the timelines can be long, and smaller teams worry about whether they have the resources to make it work. That’s why MaxxForce, a Texas-based company providing industrial cooling and demolition services, turned to JourneyTeam and its unique and cost-effective Sherpa program.
With Sherpa, MaxxForce transitioned to Microsoft Dynamics 365 Business Central in a way that was structured, affordable, and practical for a lean team. The program gave them a scalable ERP solution that cut month-end close times, provided real-time reporting, and positioned the company for future manufacturing. And it did so without overwhelming costs and disruptions that are common in many traditional ERP projects.
The collaboration between MaxxForce and JourneyTeam illustrates what’s possible when ERP implementation is reimagined for small and mid-sized businesses.
From QuickBooks to Business Central
For years, QuickBooks Online had served MaxxForce well, but as the company grew into a multi-entity organization with both rentals and demolition services, limitations became clear. Inventory management required spreadsheets and frequent physical counts. Consolidated reporting across subsidiaries was cumbersome and time consuming. Often, monthly closes stretched to more than two weeks, eating up staff time and delaying leadership decisions.
Comptroller Robin Mauldin summarized the challenge: “Without doing physical counts every two weeks, we couldn’t trust the numbers. It just wasn’t realistic at all.”
MaxxForce needed more than an accounting system, it needed an ERP platform that could manage multi-entity operations, improve accuracy, and scale as they expanded into manufacturing. But the company also needed a way to get there without a six-figure implementation project. That’s where JourneyTeam’s Sherpa program stood out.
What Makes Sherpa Different
Sherpa is JourneyTeam’s guided implementation model for Microsoft Dynamics 365 Business Central. Rather than outsourcing the project entirely, clients learn to configure and manage their own systems with structured support.
For MaxxForce, this meant a four-week program that combined weekly coaching sessions, recorded trainings, and direct access to consultants for questions. Instead of passively watching consultants build their system, Mauldin and her team took ownership, learning how to set up finance processes, intercompany transactions, reporting, and warehouse functions themselves.
As Mauldin put it: “The process was simple to follow. The recordings were invaluable. If I missed a session or fell behind, I could go back, watch again, and implement at my own pace. That flexibility made all the difference.”
Sherpa’s strength lies in this balance: it provides structure and expert oversight while giving small teams the independence to learn, configure, and grow.
Building the Foundation in Business Central
MaxxForce implemented several key functions of Business Central that immediately reshaped daily operations. Inventory tracking, once managed in spreadsheets, is now real-time and far more accurate. Intercompany transactions between subsidiaries are automated, and a consolidated entity now produces combined financial statements without extensive manual work.
On the sales side, MaxxForce began using Business Central’s opportunity tracking as a lightweight CRM. The feature allows the team to record deals in progress, track reasons for wins and losses, and better understand customer behavior. In addition, Avalara sales tax integration and custom reporting templates support compliance and provide stronger visibility across the business.
Together, these changes gave MaxxForce a stable foundation for growth, addressed immediate inefficiencies, and created a scalable system for the future.
Results that Speak
One of the most tangible benefits has been the speed of financial close. Previously, month-end took 13 to 15 business days. With Business Central in place, MaxxForce now closes in about 10 days, saving 24 to 40 hours every month. Mauldin described the difference: “I no longer have to wait on spreadsheets from others. I can pull the reports I need directly from BC. That’s saved me days each month and reduced headaches for everyone else.”
Reporting has also advanced significantly. By connecting Business Central to Power BI, MaxxForce has dashboards that track accounts payable, accounts receivable, revenue trends, and sales performance. These tools, many of which Mauldin built herself, give leadership teams a clear view of financial health across all entities in real time. “I’m a big fan of Power BI, she said. “It’s powerful, and with multiple entities, it makes reporting so much clearer for leadership.”
On the compliance side, Business Central ensures transactions can’t be deleted without leaving a trace. It’s strengthened the company’s audit trail and prepared them for future audited financials. “I know what auditors look for, and BC gives me confidence we’re ready when that time comes,” Mauldin said.
Preparing for the Future
MaxxForce sees Business Central as a long-term platform, not a short-term project. The company is already planning to roll out manufacturing capabilities, which will allow them to shift from rentals and resales to producing their own tools. The shift will involve fusing features like bills of materials (BOMs), work-in-progress tracking, and assembly management; all functionality that Business Central can support without the need for a new system.
At the same time, the company is intent on reducing manual work even further by extending intercompany automation workflows, allocations, and reporting. For a lean organization, every hour saved is capacity that can be reinvested in strategy and growth.
The JourneyTeam + Sherpa Difference
MaxxForce’s story highlights what makes JourneyTeam, and its Sherpa program, stand out amongst implementers. By focusing on guidance, training, and empowerment, Sherpa allows small and mid-sized businesses to adopt enterprise-grade ERP without overwhelming their budgets or their teams.
The Sherpa program is a perfect fit for small businesses, Mauldin said. “It takes time and effort, but if you’re willing to put in the work, you’ll come out with a system that truly supports your growth.”
She also praised JourneyTeam’s ongoing support: “Even months after go-live, I can ping JourneyTeam and always get a quick, helpful response.”
For businesses outgrowing QuickBooks or struggling with manual processes, the Sherpa program offers a proven path forward. It combines the power of Business Central with a guided, cost-effective model that builds confidence and capability in-house.
Next Steps:
- Read more about MaxxForce’s Business Central journey in the full case study here.
- Learn about JourneyTeam’s innovative Sherpa learning and implementation program and how it’s helping Business Central customers get up and running in a cost effectively and quickly.
- Contact us to start a conversation about how JourneyTeam can help kickstart your ERP transformation with Business Central.
