From Spreadsheets to Scalability: How a Construction Tech & Service Leader Built a Planning Framework for Growth

 Overcoming Growth Barriers

200+ Locations. One Big Problem. Scaling Financial Planning

With 60 new locations added in recent years, this leading provider of Construction Technology Solutions and Service faced mounting challenges in maintaining visibility and control over expenses—85% of which were driven by field operations.

The company’s Lead Financial Planning Analyst, was tasked with creating their first corporate OpEx Plan. Partnering with the Director of FP&A, she developed budget models for 30 departments and 115 cost centers using Google Sheets. The result was a complex system of 100+ workbooks and 1,600 individual tabs.

While this effort provided valuable insight, the limitations of spreadsheet-based planning were impossible to ignore.

• • Manual updates to assumptions required across 1600 tabs
  • Consolidating data took weeks, leaving little time for analysis.
  • Lack of integration to Sage ERP made it difficult to align budgets with actuals

“Managing 1,600 budget tabs in Google Sheets wasn’t sustainable,” the FP&A leader reflected. “We needed a scalable solution to keep up with our growth.”

Time Savings and Strategic Focus: Results that Matter

Automated data consolidation and validation has reclaimed weeks of time in every planning cycle; tasks that used to require manual updates to 1,600 tabs are now completed in mere Seconds.

Time for Strategy that Optimized Spend: Freed from administrative burdens, the Lead Financial Planning Analyst now has the time to work directly with department leaders to analyze spending patterns and refine strategies.

In fact, in their first season with Kepion, these conversations uncovered redundant software subscriptions that significantly optimized IT spending and fostered cross-org alignment.

“Instead of wrestling with spreadsheets, we’re partnering with departments to refine strategies and achieve meaningful results,” she shared.

 

Increased Accuracy and Confidence: According to the Planning & Analysis Leader, Kepion has brought newfound consistency and clarity to the organization’s planning process. Global assumption updates and data consolidations now automated system-wide, reduce risk of errors and deliver a reliable foundation for time sensitive decision-making.

Equipped with data-backed insights the Planning Lead and Budget Owners now confidently address leadership’s questions, strengthening leadership’s trust and providing a clearer, complete view to make informed decisions that align with overarching goals.

Strengthened Financial Stewardship: Since implementing Kepion the Planning Lead has seen a major cultural shift. Plan owners, empowered with access, control, and visibility, take a more active role in managing their expenses and aligning them with company priorities. This has established financial stewardship as a core value, turning planning into an org-wide, unified effort. As a result, the organization has optimized resource allocation, and is better positioned to reinvest in strategic initiatives that drive growth and profitability.