A Company Brain for a window film installer.
Titan Window Films is BC's longest-serving 3M Master Dealer and Applicator. They run two offices and install solar, safety, decorative, and anti-graffiti film on residential, commercial, and government sites. The office work around those installs was spread across separate tools and manual habits: quoting, job records, leads, scheduling, and film stock. I built them a Company Brain, one AI-driven system the whole team drives from email and a dashboard. There is no new app to learn.
The problem
Quoting took the most time. Every estimator wrote quotes by hand in their own format, pulling film prices and labour rates from memory or a spreadsheet. A quote could sit for a day or more while an estimator found the time, and leads went cold in that gap.
Four other jobs ran constantly:
- Job records were updated by hand as work moved from quote to install to invoice to paid.
- Leads arrived by email and forward, with no consistent place to log them.
- Installer scheduling lived in someone's head or a shared calendar.
- Film stock was tracked in a place of its own.
Across two offices, those four consumed hours a day of coordination work that nobody owned. None of them was broken enough on its own to justify buying and rolling out a dedicated platform, so the coordination work persisted.
What I built
The Company Brain is a single system that holds Titan's operational knowledge (clients, projects, films, team, and leads) and acts on it. Staff reach it two ways: by email, and through a web dashboard. The email path carries most of the traffic. A request to the brain is an email, and the answer comes back the same way.
Three constraints shaped the build:
- Work from where the team already works. Email in, email out, with a dashboard for anyone who wants a screen. Staff install nothing and learn no new login.
- Live on Titan's own infrastructure. The data, documents, quote templates, and photos sit in Titan's existing Microsoft SharePoint tenancy. The brain reads and writes there. Titan owns its data.
- Bound what the system can do. Roles control access. The brain's email sender is restricted to an allow-list, so it cannot email an arbitrary customer on its own. Quotes route to approvers before anything reaches a client, unless the price was set by someone on Titan's price-authority list.
Five areas of the business now run through the brain.
Quoting
A client enquiry comes in by email. The brain reads it, matches the requested films against a catalogue of more than 140 film products, and produces a branded quote and an internal cost sheet built from Titan's own templates. One template covers the itemised commercial format, with multiple film options broken out by area, and the simpler single-total format for residential jobs. Submitted photos carry through into the client quote. Every generated quote routes to the designated approvers with links to both documents, and the client sees it only after sign-off. The estimator reviews a finished document.
Titan keeps a list of the people whose prices are final. A quote that arrives with a price set by one of them is created at that price and skips the approval round. The person who set the price is recorded separately from the person who sent the email, so a quote forwarded by the office is still credited to whoever priced it. Adding a name to that list is one line of configuration.
Job and project records
This is the highest-volume use of the system by a wide margin. Staff email the brain to move jobs through their lifecycle: mark work done, invoiced, paid, or cancelled, update installer assignments, correct project values, and rename or merge records. During business hours this runs to several updates an hour. Keeping the record of the business current takes a one-line email, so it stays current.
Leads and prospecting
Leads forwarded to the brain get logged as prospect records with attribution: who sourced the lead, who quoted it, who installed it. The brain also runs open-web research on request, pulling together lists of businesses and segment-by-segment prospecting reports for target areas. The sales side has a standing source of new opportunities to work from.
Installer scheduling
Installs live in a calendar inside the brain. Every upcoming and current job shows on it, and each event opens to the job's details. Scheduling is managed through the brain by email, so the calendar stays the single source of truth. Installer sheets are generated for jobs and refreshed automatically when job details change.
Film inventory
Box and roll stock is tracked in the brain and updated by email. Staff look up specific 3M film types (Amber 35 Low E, Dusted Crystal, Prestige 70 Exterior, Matte Crystal, and the rest of the range) against current stock, and adjust counts as film is used or received.
Brain HQ
Most automation is invisible, and you notice it only when it breaks. Brain HQ turns the brain into a live office floor: an animated view of requests moving through the system, who is using it, and a running leaderboard. It is served at /brain-hq, where staff and visitors can watch the queue work.
Brain HQ has three parts:
- Feed, the office floor. Recent queue activity, with each request routed to one of four departments so the animation can send a worker to the right desk. Live from
/api/brain-hq/feed. - Leaderboard, the "Total Tasks" board. Cumulative per-person task counts and total run time. The tallies are stored outside the queue so the numbers survive request pruning. Writes are atomic and cannot block a request if one fails.
- Roster, avatars. A per-requester avatar set kept in a separate file. If it is absent, the view falls back to a generic placeholder roster, so it needs no company data to run.
Every request is sorted to a department by what it is about, which keeps the floor readable.
Queue handling
Short work is claimed ahead of long work. The queue reads each request and sorts it: research, quote builds and attachment processing are long; schedule edits, status updates, inventory lookups and job updates are short.
The sorting rules were derived from the system's own request history, where the median request took 1.5 minutes and 61% finished inside two. A one-line job update is picked up next, ahead of any larger work waiting behind it.
Results
The brain went live in July 2026 and is in active evaluation. Titan's history came across at launch: roughly 290 past projects and 250 clients imported, so the system started with the context of the business already in it.
The clearest signal is adoption. The team drives real work through the brain every business day, across all five areas, with job-record maintenance alone making up close to half of everything that flows through it. A staff guide lives on its own site so people can look up what to ask and how to ask it.
Those requests landed between go-live in July 2026 and August 5, four weeks of use. The brain averaged under three minutes a task across quoting, job updates, scheduling, lead research and stock questions.
Done by hand, each of those waits for a free moment, and free moments are the first thing a working week runs out of. The open-web prospecting research the sales side now runs on demand is work the office was not doing before. Titan finishes more in the same week.
This is a recent deployment in its evaluation window. A year of measured savings does not exist yet. Every quote has a human in the loop before it goes out, either an approver or the person who set the price, and parts of the roadmap are still being built: compliance fields for government and secure-site work, per-job-type quote wording, and formal approval tracking. The five workstreams that used to be scattered already run through one place the whole team can reach from their inbox.
Where this applies
Titan had five small operational jobs that no single tool was worth buying for. Between them they consumed hours a day.
A Company Brain fits that shape. One system holds the business's knowledge and acts on it. The team reaches it the way they already work, and the data stays on infrastructure the client owns.
If the friction in your business is spread thin across quoting, records, scheduling, and stock, that spread is the problem worth solving.