“It’s changed the way we see things”

3 months in, that’s how Saul, the Equipment Manager at Ryan Southern, described Gearflow.

For years, his team was stuck in reactive mode, processing work orders manually with limited visibility into costs, timelines, or vendor performance.

Now they had a system that gives them real-time visibility into:

• What parts they are purchasing
• What prices they are getting
• What their turnaround time are

For the team, it has improved quality of life and allowed them to shift from firefighting to forward planning.

And a major driver of that shift has been Gearflow’s AI capabilities.

From 3.5 Months to 2 Weeks

Saul’s team has to process hundreds of work orders each month.

Previously, they’d create a PO, order the part, wait weeks for the invoice, then manually scan and close the work order.

End to end, it took nearly three and a half months just to close a single work order.

It led to poor visibility. When reviewing their E360 dashboard, many “open” work orders were actually complete, just missing paperwork.

With Gearflow’s AI-powered document processing and E360 integration, invoice photos are automatically captured, parsed and matched to the correct work orders.

Work orders that once took 3.5 months to close are now completed in 1 to 2 weeks.

And every Tuesday, the team reviews their dashboard with a clear and accurate view of operations.

Turning Vendor Data Into Buying Power

“Emails, phone calls, texts. We don’t do that anymore.”

Instead, the team creates a purchase order in Gearflow and receives structured quotes directly within the platform.

It means there is less back and forth and they can evaluate vendors based on price and response time.

With better visibility, they uncovered major pricing discrepancies and in some cases, vendors quoted nearly 2x for the same part.

With structured data across quotes, response times and fulfillment, the team can benchmark vendors and negotiate from a position of transparency.

For underperforming vendors, the team could clearly show where they ranked.

This created more transparent, constructive conversations. Vendors understood where they stood and how to win work.

From Reactive to Coordinated

“Where are my parts?”

Now, teams can check real-time order and delivery status directly in Gearflow, eliminating the need for manual updates.

Communication has shifted from reactive updates to shared visibility.

For Saul, this means:

• Clear oversight of team activity
• Visibility into open POs
• Less need for constant check ins

It allowed him to move from being “so dialled in the day to day” to now, “flipping to the future.”

And with visibility into purchasing patterns, the team can now anticipate demand.

They are proactively buying high frequency parts in bulk, increasing availability and improving uptime in the field.

This shift moves the team from reactive ordering to proactive planning.

From Tribal Knowledge to Systemized Operations

As Saul puts it, construction is going through a “generational change.”

Experienced workers are retiring, and with them, years of operational knowledge.

Previously, onboarding a new team member could take months. Now, Gearflow provides structure and process.

New hires can plug into an established system where knowledge is no longer lost. It is captured, transferred and searchable.

In three months, Ryan Southern reduced work order cycle times from 3.5 months to under two weeks, while gaining full visibility into vendor performance and purchasing.

If you are running fleet operations with limited visibility, the upside is not incremental. It is structural.

See how Gearflow can transform your operations.

And check out Saul’s full interview with us below!

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