Granite Transformations
Eliminating Manual Bottlenecks and a Single Point of Failure in Franchise Reporting
Download Case Study PDF
At a Glance
Industry
Home Improvement /
Kitchen & Bath Remodeling
(Franchise Network)
Location
United Kingdom
Solution
Intelligent Automation
Challenge
Manual monthly consolidation
across 15
franchisees, 6-7
files each; single
point of failure
Outcome
91% reduction in processing
time, from 56 to <5 minutes
What We Delivered
- Automated data intake and KPI calculation (13 financial variables) via Microsoft Forms and Power Automate
- Staged franchisee reminder system with automated status reporting
- Automated Sage 50 invoicing for RSG and NML fees via RPA
- Execution and status reporting for Finance and franchise leadership
Data Scope
Monthly data from 15 active franchisees,
spanning 5 sub-processes (sales,
invoicing, enquiries/appointments,
marketing spend, stock), consolidated
across Excel/OneDrive, Sage 50, and
Outlook into a single automated
workflow.
About Granite Transformations
Granite & TREND Transformations is a home renovation franchise specializing in kitchen and bathroom makeovers, using granite, quartz, recycled glass, and porcelain surfaces along with replacement doors and flooring. Founded in 1996, the brand now operates in 7 countries with 200+ showrooms worldwide and has served over a million customers.
In the UK, Granite Transformations operates a network of over 60 showrooms and displays nationwide.
The Challenge
Granite Transformations ran a monthly Benchmarking Returns process to consolidate data from its 15 active franchisees. As the network grew, the process couldn't keep pace, and it depended heavily on manual effort and one person's institutional knowledge.
The same figures were manually re–entered across 6–7 files per franchisee every month. The year-on-year tracking file relied on hand-edited cell references with no automated validation, the highest-severity risk identified during the review. The entire monthly cycle was gated until all 15 franchisee reports were received, and three of the five sub-processes depended on a single person, creating a critical point of failure.
15 Franchisees
monthly benchmarking returns consolidated
6–7 files each
same figures manually re-entered per franchisee
No Validation
hand-edited cell references, highest-severity risk
Single point of failure
3 of 5 sub-processes dependent
on one person
Our Approach
Granite Transformations' original request was limited to automating invoicing. During discovery, Valenta's delivery team identified two additional opportunities and expanded the scope to include them, delivering the full engagement in three weeks.
Mapping all 5 sub-processes across Excel, Sage 50, and Outlook to identify manual hand-offs and validation gaps
Building the KPI intake and calculation layer with Microsoft Forms and Power Automate
Automating Sage 50 invoicing logic with RPA, including DD/non-DD template routing and ledger updates
Our Solution
Valenta delivered three connected automations that replaced a manual, single-person-dependent process with a validated, hands-off monthly cycle.
Data Intake & KPI Calculation
Captures monthly data via Microsoft Forms and automatically calculates 13 KPIs/financial variables (including MSF 2%, MSF Doors, NML 2%, conversion ratios, marketing spend), writing results directly to the master Excel database on SharePoint.
Automated Franchisee Reminders
Scans franchisee submission status daily and sends up to three staged reminders (days 9, 12, and 14) to franchisees who haven't submitted, plus a consolidated status report to franchise leadership. Built with Power Automate, Outlook, and Excel.
Automated Sage Invoicing
The Digital Assistant runs daily, reading Outlook emails containing monthly franchisee data. It creates RSG invoices (2% Management Service Fee + Door Management Fee) and NML invoices (National Marketing Levy) in Sage 50, updates the ledger, selects the correct DD/non-DD template, emails the invoice, and generates an execution report for Finance. Supports up to 20 franchisees per daily cycle (60-minute run).
Also Added, Beyond The Original Scope
- Automated execution report for Finance
- Consolidated status report to franchise leadership
Business Impact
Manual cycle time eliminated
A full processing round across all three processes combined dropped from approximately 56 minutes to about 5 minutes, or roughly a 91% reduction.
Errors eliminated
The automation removed the conditions that caused multi-file transcription errors, unvalidated manual cell references, KPI calculation mistakes, Sage invoicing errors, MSF/NML confusion, and omissions tied to the 15-of-15 gating requirement.
Single point of failure reduced
Process knowledge once concentrated in one team member is now distributed into the automation itself, reducing key-person risk, an unexpected benefit identified during implementation.
Start Your Automation Journey
Most companies don't know which process to automate first. That's exactly where we begin.