Every company reaches a point where the way things have always been done stops being good enough. For businesses built on relationships and handshake deals, that moment usually arrives when a new leader steps in with a vision for scale. The challenge isn't just picking the right technology. It's taking 30+ years of institutional knowledge that lives in filing cabinets, spreadsheets, and people's heads, and turning it into a system that actually runs the business. This case study shows how ATAK helped RecWest Outdoor Products transition from paper-based operations to a fully integrated Salesforce ecosystem with custom quoting, territory management, real-time dashboards, and automated financial workflows.
The Situation
RecWest Outdoor Products has been designing and installing playground equipment, splash pads, shade structures, and outdoor recreation products across Southern California since 1992. They work with cities, schools, park departments, and organizations that want more than a standard playground. RecWest specializes in creating custom, imaginative outdoor spaces and managing the full process from design through installation.
After decades of success in the Playground industry, new ownership took over in 2025 and had a clear vision: bring the entire business into a modern tech stack. RecWest technically had Salesforce already, but the system was outdated and didn't reflect how the business actually operated. In practice, nearly everything ran on paper, Excel files, and manual processes that had accumulated over three decades.
Each salesperson had their own way of building quotes. Some used Excel templates. Some used something else entirely. There was no standardized process, no centralized data, and no real visibility into the sales pipeline. The new ownership couldn't confidently answer questions about forecasting, project status’, or territory performance because that information didn't exist in any organized format.
RecWest didn't need a CRM cleanup. They needed a complete operational transformation.
The Solution
ATAK approached this as a ground-up build, designing every piece of the system around how RecWest actually sells and delivers projects.
Built a Fully Custom Sales Process in Salesforce
The first priority was creating a structured sales pipeline that matched how RecWest works. ATAK designed every stage, every automation, and every required field to reflect the real steps involved in selling and delivering outdoor recreation projects. This wasn't a template dropped into Salesforce. It was a custom-built process that guides each salesperson through the exact workflow the business needs.
Implemented Territory Management and Automated Lead Routing
Before, lead assignment was manual and inconsistent. ATAK built a system that automatically routes incoming leads from the RecWest website to the correct salesperson based on geographic territory. No manual handoffs, no leads falling through the cracks.
Created Real-Time Dashboards and Custom Reporting
This was one of the biggest wins for ownership. ATAK built comprehensive dashboards that provide instant visibility into sales performance, proposal status, project pipeline, and closed revenue. Data that previously didn't exist in any usable format is now available in real time. The leadership team can now make decisions based on actual numbers instead of gut feel.
Integrated Salesforce with Mapping Software
RecWest's business is inherently geographic. ATAK added a mapping integration that lets the team visualize all projects and territories on a map, with heat-mapping capabilities. This gives both sales reps and leadership a clear picture of where work is concentrated, where opportunities exist, and how territories are performing relative to each other. The team even displays this on a board in their office as a constant reference point.
Connected Salesforce to PandaDoc for Standardized Quoting
This replaced the patchwork of individual Excel templates with a single, organized quoting process. Quotes are now built directly in Salesforce, with all relevant properties and data automatically flowing into PandaDoc. Customers receive professional, consistent proposals that can be reviewed, edited, and signed electronically. Every quote ties back to the CRM, so there's a complete record of what was proposed, what was accepted, and where every deal stands.
Connected Salesforce with QuickBooks for Quote-to-Cash Automation
The final piece currently in development connects the accepted quote through to invoicing. Once a proposal is signed, the financial workflow flows directly from Salesforce to QuickBooks, automating invoice creation, streamlining payment tracking, accurately calculating commissions, and eliminating manual data entry between systems.
The Result
The transformation speaks for itself.
RecWest went from an operation where critical business data lived in filing cabinets and disconnected spreadsheets to a fully integrated digital ecosystem. Every piece of the sales process, from initial lead to signed proposal, now runs through one connected system with clear accountability at every stage.
Manual work and manual errors have dropped significantly. Salespeople aren't building quotes from scratch in their own Excel files anymore. They're following a consistent process that produces professional output every time. And because everything flows through Salesforce, there's no more hunting for information or reconciling conflicting numbers.
For leadership, the biggest change is visibility. Real-time dashboards give the ownership team something they never had before: a clear, data-driven picture of where the business stands at any given moment. Pipeline forecasting, territory performance, project status, and revenue tracking are all accessible instantly. That visibility translates directly into better decision-making and more confident planning.
This has been a long-term project, with ATAK and RecWest working together for over a year. But it's the kind of project that compounds over time. Every integration, every automation, and every process improvement builds on the ones before it. As the QuickBooks integration comes online, RecWest will have a true end-to-end system: from lead to quote to contract to invoice, all flowing through a single connected platform.
For companies still running critical operations on paper or in disconnected tools, RecWest's story is a blueprint. You don't have to transform everything overnight. But with the right partner and approach, decades of institutional knowledge can become a modern system built to scale.
Ready to modernize your operations?
Book a discovery call with ATAK, and let's build a system that runs your business the way it should.
