How Topsun Energy streamlined sales, projects, and service operations with SmartTask

Highlights

Challenges

• Sales follow-ups slipping through cracks: Each deal required multiple follow-ups, but sales executives struggled to track conversations, site visits, and action items.
• No structured CRM or sales forecasting: Leads, pipeline data, and customer history were scattered across Excel sheets.
• Project execution chaos on Excel: Tasks were delayed or forgotten due to lack of reminders, ownership, and dependency tracking.
• Unorganized service request handling: Service complaints from remote installations were difficult to track and analyze.
• High operational dependency on memory: Teams relied heavily on individuals remembering conversations, commitments, and next steps.

Solution

• Centralized CRM for sales tracking: SmartTask CRM helped Topsun track deals across the entire pipeline, capture customer interaction history, and ensure smooth handover from sales to project execution.
• Sales forecasting with real-time data: Leadership gained visibility into lead count, win rates, and pipeline value to forecast future sales accurately.
• Structured project templates: Reusable project templates replaced Excel-based execution, ensuring every solar project followed a defined workflow.
• Timeline and dependency management: Task dependencies, overdue items, and critical activities were tracked using Timeline view.
• Service request management system: SmartTask became the central hub for logging service requests with unique complaint IDs, automated SMS updates, and analytics on recurring issues.
• End-to-end business visibility: Sales, projects, CRM, and service workflows now live in one unified system.

Outcome

Within the first 3–4 months of using SmartTask, Topsun Energy saw clear, measurable improvements across sales, projects, and service operations:

✅ 30–35% reduction in time spent on sales follow-ups by centralizing all conversations, reminders, and action items in CRM

✅ 4–5 hours saved per week per sales executive by eliminating manual tracking of leads, meetings, and site visits

✅ 25–30% faster deal closures due to structured follow-ups and complete customer interaction history

✅ 40% reduction in project delays after replacing Excel sheets with templates, reminders, and dependency tracking

✅ 6–8 hours saved per project manager per week by removing manual coordination and status chasing

✅ 50% faster service request resolution time through centralized complaint tracking, ownership, and automated notifications

✅ 100% visibility into active deals, projects, and service requests for leadership, without manual reporting

Bringing structure to a fast-growing solar business

As the technical leadership team looked ahead, they realized Excel-based work management was holding the organization back.

Topsun needed a system that could scale with their ambitions while keeping teams aligned and accountable.

The Solution: One system for sales, projects, and service

To overcome these challenges, Topsun implemented SmartTask as its central work management and CRM platform.

Sales and CRM visibility

Sales executives now track every lead, follow-up, meeting, and site visit in SmartTask.

Customer interaction history is recorded against each contact, making handovers seamless and collaboration effortless.

Structured solar project execution

Project templates replaced Excel sheets, ensuring every project follows a defined process.

• Clear task ownership and priorities
• Timeline-based dependency tracking
• Automatic reminders and notifications
• Real-time visibility into pending and overdue work

Teams no longer need to remember what’s next. SmartTask tells them.

Service request management at scale

Service requests from installations across remote locations are logged centrally.

• Unique complaint IDs for every request
• Automatic SMS updates via Zapier
• Analytics to identify recurring service issues
• CRM-linked service tracking for AMC follow-ups

This allowed Topsun to improve response time while gaining insights into long-term service patterns.

What the future with SmartTask looks like

Today, SmartTask is deeply embedded into how Topsun Energy operates.

They plan to further expand usage by:

• Strengthening sales forecasting and CRM analytics
• Scaling standardized project templates as volumes grow
• Using insights from service data to improve product reliability

SmartTask continues to support Topsun’s mission of executing more projects in less time while delivering exceptional customer support.