How Prestonwood Landscape Services Automated Operations with MindCloud
Prestonwood Landscape Services replaced unreliable integrations with MindCloud, automating operations and cutting processing time from 60 to 12 minutes.
When you're inspecting 1,000 commercial properties a month, there's no room for data to get stuck between systems.
Prestonwood Landscape Services is a full-service commercial landscaping company that has managed properties across Dallas–Fort Worth and San Antonio since 1999. The company serves major commercial clients including Omni Hotels & Resorts and Capital One, handling everything from landscape maintenance and irrigation to construction and design-build, all performed in-house.
Supporting that work requires coordination across field operations, office teams, and accounting. Inspection data needs to move from Prestonwood's proprietary field software into systems like Aspire and NetSuite so teams can create estimates, process invoices, and keep work moving without relying on manual data entry.
MindCloud connects Prestonwood's systems and automates the flow of information between them, helping the company move data more reliably as its operations continue to grow.
Outgrowing a Legacy Integration
Before MindCloud, Prestonwood had been running its integrations on Jitterbit. But as the company grew, the existing setup couldn't keep up with the volume and complexity of what Prestonwood needed from its systems.
Jesse C., VP of Strategic Operations and Improvements at Prestonwood, described the experience:
"The codes were built and they could work on some. Some of them didn't work at all. But they didn't work properly. They were clunky. They weren't consistent."
The setup also ran on an on-premise server. If something went wrong with that server, the integrations could stop entirely.
Prestonwood reached a point where maintaining the existing workflows wasn't sustainable. The company didn't just need a new platform. It needed a partner that could take ownership of its integrations and build workflows the team could actually depend on as the business continued to scale.
MindCloud began by reviewing Prestonwood's existing processes and rebuilding its integrations entirely.
MindCloud rebuilt approximately 35 workflows over six months, replacing everything Prestonwood had been running on Jitterbit. From there, Prestonwood continued adding workflows and, roughly two years later, rebuilt many of those flows again using newer technology to improve performance and optimize how they ran.
The Workflows That Changed How Prestonwood Operates
The field team captures inspection data in one system, but the operations team works out of Aspire. When Prestonwood moved to Aspire, there was no way to get that data from one system to the other without someone creating each record by hand.
MindCloud built a workflow that fully automates that process.
"Our team having to manually create those in Aspire would not have been possible without MindCloud. And so now there's no manual creation. It's full automation." — Jesse C., VP of Strategic Operations and Improvements at Prestonwood
One of the workflows MindCloud rebuilt involved processing inspection and estimate data. Under Prestonwood's previous setup, that process took around 60 minutes. MindCloud reduced it to approximately 12.
That improvement also changed how quickly Prestonwood could work with new information coming in from the field. Instead of waiting an hour, or sometimes longer, the team can now check for and receive new data every 15 minutes.
"We can essentially be live with the field every 15 minutes now versus every hour to hour and a half. That allows us to get the information reviewed, processed, and to the customer that much faster. We can check in every 15 minutes and have the new data.” — Jesse C., VP of Strategic Operations and Improvements at Prestonwood
MindCloud also automated how Prestonwood gets purchase order data into NetSuite. Every day, the system pulls purchase orders that are ready, creates the corresponding vendor bills or credits, and maps everything to the right departments and accounts.
It also catches potential problems before they reach the books, including duplicate records, missing vendor information, and missing account codes. By eliminating double entry and unnecessary manual touchpoints, the workflow helps ensure data is accurate and reduces the need for the accounting team to correct human error.
More Capacity Without Adding More Headcount
The value of that automation became particularly clear when Prestonwood considered what these processes would have required without it.
For the irrigation department alone, Jesse estimates that the company would have needed another employee to handle the inspection-related workload.
"I would estimate we would have to have a 3rd employee in that department doing those. And so currently there's 2."
When the accounting workflows and other automations are included, the broader impact could be equivalent to as many as three additional employees Prestonwood has been able to avoid hiring.
"If you add in all the other flows with the accounting department stuff, I'd be willing to say it's up to 3 people that we've been able to not have to hire because of the automation."
A Team Behind the Technology
For Prestonwood, another important part of the relationship has been that its team didn't have to become integration developers themselves.
The company explained what it needed. MindCloud handled the technical work.
"And I say we, I mean, your team did that. We didn't. We were there to tell them what we needed, but y'all did the heavy lifting. We can put a ticket in and have confidence that it's gonna be solved in a timely manner." — Jesse C., VP of Strategic Operations and Improvements at Prestonwood
That distinction became particularly important during the initial migration, when dozens of workflows had to be rebuilt, tested, and moved over.
It has remained important as Prestonwood has added new workflows and moved into ongoing support.
And when an integration needs to be rebuilt because an API or underlying technology has changed, Prestonwood sees that as part of maintaining the system rather than something its own employees have to figure out.
That is a very different experience from depending on one person's knowledge to keep an integration environment running.
A More Connected Foundation for Growth
What began as a need to replace unreliable integrations has grown into a broader automation strategy for Prestonwood.
The company now has automated workflows connecting field operations, Aspire, its internal systems, and NetSuite. Inspection information moves through the business faster, repetitive accounting work happens automatically, and employees spend less time entering and correcting data.
Just as importantly, Prestonwood doesn't have to manage the integration layer alone.
MindCloud manages the technical side of the integrations while Prestonwood's team focuses on understanding its business needs and identifying the next opportunity for automation.
For a company whose own customers depend on reliable service, that means the technology behind the scenes can finally keep pace with the work happening in the field.
As your business grows, your systems should be able to keep up.
See how Xylem Tree Experts built a foundation for growth with MindCloud.
