From Quotes to Completion: How Lakeshore Windows & Doors Runs on Automation

The Vision

Lakeshore Windows & Doors is a Canadian supplier and installer of premium window and door systems. As the company grew, so did the complexity of coordinating quotes, contracts, deliveries, and installations across multiple clients and projects.

The leadership team wanted a single system that could manage this entire lifecycle, from the moment a quote is approved to the point an installation is complete. They needed a solution that would reduce manual work, simplify client communication, and bring structure to the many moving parts of their operation.

The goal was simple: to build a professional, automated platform that worked as seamlessly as the company’s craftsmanship on-site.

The Problem

Before this project, the Lakeshore team relied on spreadsheets, shared drives, and manual communication to manage projects. Quotes were approved in one system, contracts prepared manually in another, and installation details tracked separately by email or phone.

This fragmented process created three key pain points:

1. Manual contract preparation: Each client contract had to be formatted, reviewed, and sent individually, taking up valuable time.

2. Limited visibility: Internal staff, installers, and clients all needed different information, but there was no central source of truth.

3. Inconsistent client experience: Project updates, contract signing, and file sharing all happened across multiple touchpoints.

The team needed to consolidate these workflows into one cohesive platform that could automate routine steps while maintaining Lakeshore’s high standards of client service.

Our Approach

We began by mapping Lakeshore’s full operational journey, from sales through to installation, and identifying what could be automated without losing human oversight. The solution was a connected ecosystem powered by Airtable, Make, DocuSign, and Softr.

The system brings together three key user groups through dedicated portals:

• Clients, who can view their projects, sign contracts, and access files.

• Installers, who manage on-site work, upload photos, and track progress.

• Internal staff including Super Admin, Admin Staff, and Sales Staff, who manage project data, update client records, and oversee contracts.

Each portal offers tailored visibility and functionality, ensuring that every team member, internal or external, interacts only with what is relevant to their role.

Navigating the Contracting Process

The contracting process was at the heart of the system and also one of its most complex challenges.

When a client quote is marked as Approved in Airtable, the first Make automation begins. It pulls project-specific data from Airtable such as the client name, address, project type, and payment terms, and populates a Google Docs contract template.

Lakeshore uses two types of contracts:

• Supply Only, for product orders.

• Supply and Install, which further splits into Whole Installation or Partial Installation projects.

Each template includes its own pricing tables, terms, and custom fields. The automation selects the correct template automatically based on the Project Type in Airtable.

Because these contracts vary in length depending on the project details, fixed signature placements were not feasible. To solve this, we implemented DocuSign’s REST API to dynamically position signing areas, initials, and date fields using anchor tags.

Once generated, the contract is sent automatically to the client through DocuSign. When signed, the second Make automation activates, retrieving the completed document and storing it directly in Airtable, linked to the corresponding project.

At this point, the system automatically triggers an onboarding email to the client, inviting them to their new Client Portal. From there, they can view their signed contract, track delivery dates, and stay updated on the progress of their order.

The Installation Flow

For installation projects, the automation continues beyond the client signature.

Once a client’s contract is signed, the assigned installer is automatically notified and prompted to sign their own job-specific Installer Agreement. Until this agreement is completed, the installer can only see the contract in their portal, not the project details.

Once the installer signs, the system generates a signed PDF of their agreement and refreshes the portal automatically. The project’s full details, including delivery schedules, site contacts, and scope of work, become visible.

This ensures that every installer sees only the jobs they have been assigned to and only after the proper documentation is complete.

What We Built

• Automated contract generation using Google Docs and DocuSign

• Dynamic DocuSign integration with repositioning signing fields based on document length

• Dedicated portals for clients, installers, and internal staff (Super Admin, Admin Staff, Sales Staff)

• Conditional installer visibility, unlocking project access only after agreements are signed

• Automatic client onboarding through branded email invitations

• Two Make automations: one to generate and send contracts, another to retrieve signed copies and store them in Airtable