Case Study • National Account Portal

WarehouseCo's facilities team traded dozens of invoices for one

Client: PavingX
Industry: Paving / Heavy Civil Construction
Service: AI Solutions|Data Analytics

Overview

A field report on ClientView, the national-account portal PavingX — a national pavement management and paving contractor — built for WarehouseCo's facilities and procurement team: one live view into 600+ properties across 40+ states, and the billing consolidation that replaced dozens of separate branch invoices with one.

The Situation

WarehouseCo's facilities and procurement team doesn't manage pavement directly — PavingX does, across 600+ WarehouseCo properties in 40+ states, under a single national account program. What they get instead is ClientView: a live view of condition, spend, and upcoming work, scoped entirely to WarehouseCo's own portfolio. This afternoon it shows 4 properties inspected and updated today, $38.6k reconciled toward this month's single invoice, and 1 pavement-condition improvement logged — small, routine numbers that add up to a portfolio-wide picture no single site visit could give.

Tracking pavement condition across 600+ properties

Regional reports, different formats, rolled up manually once or twice a year.

Paying for work across 41 branches

Dozens of separate regional invoices, reconciled branch by branch.

Deciding where the next capital dollar goes

Whichever region calls loudest, or the next scheduled site visit.

Our Solution

ClientView gives WarehouseCo's team one live view of their entire portfolio — condition, spend, and capital priorities — while consolidating 41 branches of billing into a single monthly invoice.

1. Property Portfolio Map
Portfolio average PCI sits at 71.4, up 1.8 points year over year and 6.4 points above the industry benchmark for comparable retail and distribution-center portfolios. 34 properties are in the poor band (PCI under 55), concentrated in the Southeast (66.8 avg) and Texas (65.1 avg) — both flagged as this quarter's top inspection priority at 93% confidence. Three properties are named specifically: WarehouseCo's #118, #276, and #341, each already below 60.
2. Centralized Purchasing
Before this program, WarehouseCo's AP team reconciled a separate invoice from every one of PavingX's regional branches touching their properties. The national contract — $10.4M annually, now in year 2 of a 3-year term — consolidates that into a single monthly invoice. 37 of 41 branches are fully consolidated today; the Southeast, Texas, Southwest, and West are mid-migration, with full consolidation projected within two more billing cycles. The number that matters to WarehouseCo's own AP team: ~62 hours a month of reconciliation time saved, with no contract amendment required to finish the rollout.

Why This Matters to a National Account Relationship

One number replaces a stack of regional reports

Portfolio-wide PCI, trended and benchmarked against industry, gives a facilities team one defensible metric instead of dozens of branches' worth of local context.

Billing complexity drops from 41 to 1

A single consolidated invoice against one national contract saves the client's own AP team real reconciliation hours every month — not just PavingX's.

Capital requests arrive pre-prioritized

The 34 poor-band properties come ranked by region and severity, with a dollar figure attached — a capital ask a facilities team can bring upstream, not just a list.

Budget overruns get caught mid-quarter, not at close

Three regions trending over quarterly pace are visible now, while there's still time to act — long before they'd otherwise surface in a year-end reconciliation.

The relationship becomes the renewal case

A trending PCI improvement and a documented savings number (62 hrs/mo, consolidated billing) make the contract's 2028 renewal a data conversation, not a re-pitch.

Results

None of this requires WarehouseCo's team to know anything about asphalt. What it gives them is a portfolio that's improving on a metric they can defend upstream — PCI up 1.8 points this year, 96 properties moved out of risk — on a budget that's on pace to land within 1–2% of its $10.4M target, with 3 regions currently trending over their quarterly pace and already flagged before it becomes a year-end surprise. The 34 properties still in the poor band have a $2.1M capital release staged and ready for approval, concentrated exactly where the portfolio map says the risk actually is.

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Lee Ebreo

VP of Engineering at Credit Ninja

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VP of Engineering at Credit Ninja

These things would not have been achievable if we did not build our own in-house system and if we did not partner with Sphere to help us achieve our goals.

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VP of Engineering at Prominence Advisors