MaxxForce, a Texas-based multi-entity company providing industrial cooling and demolition services, faced a critical challenge with its accounting tools and processes. As the company transitioned from small, transactional operations into larger, more complex projects, leadership recognized the need for a scalable enterprise resource planning (ERP) solution.
With fewer than 20 employees, a hybrid workforce, and a business model that included both sales and rentals, relying on QuickBooks Online and spreadsheets was no longer sustainable. After evaluating multiple systems, including NetSuite, MaxxForce ultimately chose Microsoft Dynamics 365 Business Central (BC).
The deciding factor was JourneyTeam’s Sherpa program—a guided, cost-effective implementation model designed specifically for small and mid-sized businesses. “We couldn’t afford a $100,000 ERP implementation,” said Robin Mauldin, Controller at MaxxForce. “JourneyTeam and their Sherpa program gave us the structure, support, and affordability we needed to make the switch to Dynamics 365 Business Central, and it was completely doable.”
The Challenge
Before adopting Business Central, MaxxForce relied on QuickBooks Online for accounting and Excel spreadsheets for inventory. While QuickBooks had supported the company well in its earlier stages, continued growth introduced new complexities:
- Inventory Tracking: QuickBooks’ built-in inventory tools were designed for more straightforward use cases. As MaxxForce expanded, the need for deeper visibility and control became critical, leading the team to supplement with spreadsheets. “Without doing physical counts every two weeks, we couldn’t trust the numbers. It just wasn’t realistic at all,” said Mauldin.
- Multi-Entity Needs: Operating under MaxxForce Holdings with two subsidiaries (MaxxForce Industrial Cooling, focused on sales, rentals, and tool repairs for wind turbine sites, and MaxxForce Demolition, specializing in wind site decommissioning) the company required consolidated reporting. Executives needed accurate, real-time visibility across entities to make informed financial and operational decisions.
- Scaling and Efficiency: Monthly closes were taking 13–15 business days, stretching resources and slowing decision-making. The leadership team needed a system that could centralize processes, accelerate reporting, and provide stronger audit trails. With eventual audited financials on the horizon, transparency and compliance were becoming more urgent needs.
JourneyTeam’s Sherpa Program: The Path to Business Central Success
For MaxxForce, JourneyTeam’s Sherpa program proved to be the right fit at the right time. The four-week guided implementation approach provided structure and expertise without the high cost of a full-service ERP implementation.
Instead of handing everything off to consultants, the MaxxForce team was able to actively configure and learn the system, supported by weekly coaching sessions and recorded trainings on finance setup, intercompany transactions, fixed assets, and warehouse functions.
MaxxForce employees also had direct access to JourneyTeam experts when questions arose. The balance of independence and guidance helped the company stay within budget while still gaining the confidence that their system was set up correctly.
The Sherpa model also reinforced a “teach us how to fish” philosophy, ensuring the team understood not only what to do but why, making them more self-sufficient after go-live. Sherpa’s combination of affordability, flexibility, and empowerment made all the difference in successfully adopting Business Central.
“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,” Mauldin said, adding that JourneyTeam was quick to respond whenever she had a question. “That level of support gave me a lot of confidence during the implementation.”
Building the Foundation with Business Central
MaxxForce implemented several core components of Microsoft Dynamics 365 Business Central that quickly reshaped daily operations:
- Real-Time Inventory Management: By moving off spreadsheets, inventory is now tracked in real time, reducing the need for frequent physical counts and improving accuracy across multiple warehouses.
- Intercompany Configuration: Transactions between the company’s three entities now flow automatically, while a consolidated company structure produces combined financial statements with far less manual effort.
- Quoting and Opportunity Tracking: Business Central’s opportunity management provides a lightweight CRM capability, enabling the team to manage deals, track pipeline activity, and record reasons for wins and losses.
- Compliance and Reporting Enhancements: Avalara sales tax integration and custom reporting templates ensure compliance while delivering greater visibility, paving the way for faster closes, more accurate reporting, and long-term scalability.
Together, these functional implementations created a strong foundation for MaxxForce, delivering immediate operational improvements while also positioning the company with a scalable platform for future growth.
Big Results on a Manageable Budget
Implementing Microsoft Dynamics 365 Business Central through JourneyTeam’s Sherpa program didn’t just solve MaxxForce’s immediate challenges—it delivered measurable results quickly and without the high cost of a traditional ERP rollout.
Mauldin explained: “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.”
Accelerated Monthly Close
One of the most immediate benefits of the Business Central implementation was a faster month-end close. Previously, MaxxForce’s accounting team needed 13 to 15 business days to finalize reports. With Business Central, that timeline has been reduced to around 10 business days, saving the company an estimated 24 to 40 hours every month.
Real-Time Reporting
MaxxForce is now leveraging Power BI alongside Business Central to gain deeper insights into accounts payable, accounts receivable, sales by category, and revenue trends. Mauldin has built dashboards to give leadership teams clear, real-time visibility across entities.
“I’m a big fan of Power BI. It’s powerful, and with multiple entities, it makes reporting so much clearer for leadership,” Mauldin said. Future reporting enhancements are on the agenda that will further expand real-time visibility across all entities and give management a richer, more interactive experience.
Compliance & Audit Readiness
Business Central has also strengthened MaxxForce’s compliance posture. The system prevents transactions from being deleted without leaving a trace, ensuring a reliable audit trail. The company now has confidence as it continues to expand and anticipates future audits. As Mauldin put it: “I know what auditors look for, and BC gives me confidence we’re ready when that time comes.”
Looking Ahead
MaxxForce sees its Business Central implementation as the starting point of a longer journey. One of the most significant next steps is the rollout of manufacturing capabilities, which will shift the company from rentals and resales into true production. To support this change, MaxxForce plans to use advanced Business Central features such as:
- Bills of Materials (BOMs): to define every component required for tool production.
- Work-in-Progress (WIP) Tracking: to monitor costs and progress at each stage of production.
- Assembly Management: to manage the transformation from raw materials into finished goods.
With these functions integrated directly into the ERP system, MaxxForce will be able to monitor costs more closely, track production in real time, and maintain quality standards throughout the manufacturing process. This transition represents a major milestone for the company, and Business Central provides the foundation to manage it effectively.
The team also plans to extend automation. Intercompany workflows, allocations, and financial reporting are already more efficient than before, but additional automation within Business Central can reduce manual work even further. For a lean organization like MaxxForce, each hour saved frees up capacity for growth and strategic planning rather than administration.
“We started simple with BC, but I know it can grow with us. As we expand into manufacturing and more complex processes, BC will scale with our business,” Maudlin said. “Even months after go-live, I can ping JourneyTeam and always get a quick, helpful response.”
The JourneyTeam + Sherpa Difference
MaxxForce’s transition from QuickBooks to Business Central via JourneyTeam’s Sherpa program is a powerful example of how small businesses can adopt enterprise-grade ERP affordably. By embracing a guided, hands-on model, MaxxForce achieved faster monthly closes, better inventory visibility, and a foundation for growth—all while staying within budget.
Mauldin said: “The Sherpa program is perfect for small businesses. 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.”
For JourneyTeam, the Sherpa approach is about acting as a guide: equipping customers with the tools, knowledge, and support to solve today’s technology challenges while preparing for long-term success.
Reach out to us today, and we we’ll start a conversation about how the JourneyTeam difference can help drive revenue growth and success for your company.