From 5 tools to 1 system: the Nemus Arboricultura case

The problem: 5 tools and nothing connected

Nemus Arboricultura is a Mallorcan arboriculture and professional training company. They carry out technical tree work — pruning, assessment, risk — and run courses for parks and gardens technicians. They came to SOM-OS with a familiar problem: operations were spread across 5 different tools that did not communicate.

• Excel for quotes and work tracking.
• WhatsApp to coordinate with the field team and clients.
• A shared calendar to plan jobs and courses.
• A notes app to record field data.
• Another app to manage students and courses.

Five tools, five sources of truth, five places where information was lost. A quote was created in Excel, sent through WhatsApp, confirmed by email, scheduled in a calendar, carried out with notes in another app and invoiced from a different spreadsheet. Every step involved copying and pasting.

The hidden cost of copying and pasting

Copying and pasting looks free, but it is not. Every tool is a point where time is lost, a typo is made, data is duplicated or a field is forgotten. Nemus lost between 4 and 6 hours a week just moving data between places. That is more than 250 hours a year — over a month of full-time work — spent on tasks a well-designed system eliminates completely.

The cost was not just time. There were errors too: a quote sent with the wrong price because the spreadsheet had been edited twice. A student registered for the wrong course. An invoice that did not match the work billed because its data came from three different places.

Every separate tool is a point of friction. Five separate tools are five points of friction that multiply each other.

The solution: one unified web + mobile app

We built a single custom application for Nemus. Web for desktop — managing quotes, invoicing, students and courses — and mobile for the field team — on-site data capture, photos, geolocation and job status. One database, one place where the truth lives, accessible from any device.

It is not a generic management app. It is built around Nemus’s real workflow, with its job types, specific fields, quoting approach and course model. All custom development starts with the audited process, not a template.

The workflow: from quote to follow-up

The system covers Nemus’s complete cycle in one connected workflow:

• Quote. Created on the website using job-type templates. Sent to the client by email with one click. The client accepts or comments through a link — no WhatsApp, no Excel.
• Planning. Accepted work enters the shared calendar. The field team sees it in the mobile app with the address, schedule and customer record.
• Field work. The technician opens the app, completes the job data on site — photos, observations, status, hours — and closes it. That information automatically feeds the customer record and history.
• Training. Courses and students live in the same system. Registration, attendance, certificates and course invoicing are connected to accounting.
• Invoicing. Completed work generates an invoice using the field and quote data, without collecting anything again. Payment tracking and history by client.

Everything connected. Zero copying and pasting.

Metrics: 5→1, −5h/week, 0 copy/paste

After three months with the system in production, Nemus’s numbers:

• 5 → 1 tools. From five separate applications to one app.
• −5 hours/week recovered, just from copying and pasting tasks.
• 0 copying and pasting between quotes, field work, training and invoicing.
• 1 single source of truth for the company’s entire operation.

These are not projections. They are real measurements of the Nemus team working with the system in production.

The testimonial

We used to have everything spread across Excel, WhatsApp and a couple of apps that did not communicate. We lost hours moving data between places and something always got lost along the way. SOM-OS unified everything in one app — web for the office, mobile for the field — and now everything flows. The quote becomes a job, the job an invoice and the invoice a payment, without collecting anything again. It is exactly what we needed.

Carolina Ferrer — Nemus Arboricultura

Why a generic app cannot solve this

A generic management app — the kind sold by large SaaS companies — covers common needs: customers, invoices, calendars. But Nemus does not do common work. It assesses tree risk, runs accredited courses and performs work at height under specific regulations. A generic app forces you to adapt your process to its template. A custom app adapts the software to your process.

The difference is that with custom software, the team uses it because it fits how they work. With a generic app, the team rejects it because it forces them to change how they work to fit the software.