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Case Study — SaaS Platform
Tenacious Systems
Service Management for Bike Techs — From Trailside to Shop Floor
One platform that replaces Setmore, Xero, spreadsheets, and paper fit records — so bike shops and fitters can manage scheduling, service, fitting, quoting, invoicing, and accounting from a single screen.
The Challenge
The shop owner was running his business across five disconnected systems. Setmore for appointment scheduling. Xero for invoicing and accounting. Spreadsheets for customer records and inventory. Paper forms for bike fit measurements. And his own memory for service status.
Every customer interaction meant switching between apps. A fit session generated notes on paper that had to be manually entered elsewhere. Quotes were verbal. Invoices were re-keyed into Xero. Nothing talked to anything else — and things fell through the cracks.
He needed one system that understood the full bike shop workflow: scheduling, service tracking, professional fit records, quoting, invoicing, and accounting — all connected, all in one place, so he could stop managing tools and start managing his business.
The Tool Sprawl Problem
- Setmore for scheduling — but no link to customer fit or service history
- Xero for invoicing — but quotes had to be re-keyed manually
- Spreadsheets for customers — but no connection to bikes or measurements
- Paper forms for fit data — unsearchable, uncomparable, easy to lose
- No single view of a customer's full relationship: fits, services, quotes, invoices
- Every context switch costs time and drops information
What We Built
6
Kanban workflow stages
14+
Bike fit measurement points
5
Dashboard KPI widgets
Fit record export formats
CSV
Data export support
100%
Dark-mode native UI
One Platform. Five Tools Eliminated.
Tenacious Systems consolidates the entire bike shop workflow into a single connected system — no more switching between apps, re-entering data, or losing context between screens.
Before — 5 Disconnected Tools
- SetmoreAppointment scheduling
- XeroInvoicing & accounting
- Google SheetsCustomer records & inventory
- Paper formsFit measurements
- MemoryService status & follow-ups
Nothing connected. Data re-entered manually. Context lost between every app switch.
After — Tenacious Systems
- Scheduling syncs with customer profiles and fit history
- Quotes auto-generate from service assessments
- Approved quotes convert to invoices with one click
- Invoices push to Xero automatically — no re-keying
- Fit records, services, and finances all linked per customer
- Dashboard shows the full picture: bikes, revenue, follow-ups
One login. One source of truth. Zero context switching.
Key Systems
Seven integrated modules working together as a unified bike shop operating platform.
Real-Time Dashboard
At-a-glance KPIs — bikes in shop, outstanding quotes, unpaid invoices, and monthly revenue. Service calendar with upcoming appointments and quick-action buttons for check-in, service board, and scheduling.
Service Board
Kanban-style workflow tracking across six stages: Scheduled, Checked In, Assessment, In Progress, Ready, and Picked Up. Each card shows customer, bike, service tags, quote totals, and time-since-sent indicators.
Bike Fit Records
Comprehensive fit measurement system covering saddle position, handlebar & stem, and drivetrain. Interactive bike diagram with labeled measurement points, support for Road, MTB, and TT/TRI geometries, and mm/inch unit toggle.
Session Comparison
Visual timeline comparing two fit sessions side-by-side. Color-coded measurement changes (increased, decreased, unchanged) overlaid on an interactive bike diagram with delta values displayed at each point.
Customer Management
Full customer database with service history, bike profiles, and fit records. Linked quotes and invoices per customer, with rider measurements (height, weight, inseam) stored for fit reference.
Quotes & Invoices
Generate professional quotes with service line items and labor. Convert approved quotes to invoices with one click. Status tracking from draft through sent, approved, and paid.
Service Calendar
Full calendar view with scheduled services, technician assignments, and estimated completion times. Integrated with the service board for seamless workflow management.
Inside the Platform
Every screen is designed for dark environments and quick scanning — built for mechanics and fitters who need information at a glance.
Service Board
Kanban workflow across six stages with color-coded service tags, quote totals, time-since-sent indicators, and one-click stage transitions.
Fit Record
14+ measurement points across saddle, handlebar, and drivetrain sections. Interactive bike diagram, bicycle specs panel, rider measurements, and mm/inch toggle.
Session Comparison
Side-by-side fit session comparison with color-coded measurement changes (green for increased, red for decreased) overlaid on an interactive bike diagram. Delta values displayed at each measurement point with summary stats at the bottom.
Branded Login Experience
Custom-branded login with mascot character, dark theme, and password visibility toggle. Designed to feel premium from the first interaction.
Tech Stack
Next.js
React
TypeScript
Supabase
Tailwind CSS
Vercel
Results
Complete bike shop workflow from scheduling through pickup
Professional bike fitting with 14+ measurement points per session
Visual session comparison showing measurement deltas on interactive diagrams
Real-time dashboard with revenue, quotes, invoices, and service KPIs
Multi-format export: PDF fit reports, CSV data exports
Dark-mode native UI designed specifically for shop environments
Role-based access for shop owners, mechanics, and fitters
Product Roadmap
Tenacious Systems is actively evolving. Here's what's coming across three development phases — from core operations through AI-powered intelligence.
Phase 1Months 1–4
Core Business Operations (MVP)
Replace all manual workflows with an integrated digital system
Customer Database
Centralized profiles with contact info, bikes, riding style, goals, injuries, flexibility, and photos. Full search, filter, and tagging with auto-import from Setmore.
Fit Measurement Database
Structured entry for saddle height, setback, reach, drop, stack, stem length/angle, crank length, cleat position, bar width, Q-factor, and custom fields per bike type.
Multi-Bike Support
Multiple bikes per customer with independent fit and service records. Bike make, model, year, color, frame size, and type.
Service History Log
Every service linked to a specific bike and customer: date, work performed, parts used, cost, and fit check notes.
Inventory & Parts Catalog
Fully customizable catalog of parts and services with cost price, sell price, and optional stock levels. Line items for quotes and invoices pull directly from the catalog.
Quoting System
Start a quote by typing a customer name. Select bike (make/model/color auto-populated), add line items from inventory, apply per-line or total discounts, and send via email.
Customer Quote Approval
Customers receive email with quote details and three options: Accept, Decline, or Request Modifications with notes. Fitter gets instant notification of response.
Invoicing (Quote to Invoice)
Approved quotes auto-convert to invoices with all line items, discounts, tax, and payment terms. Standalone invoices also supported.
Xero Accounting Integration
Approved invoices push to Xero automatically. Contacts sync bidirectionally. Revenue, costs, and P&L update in real-time with profitability per service type.
Voice Assessment Notes
During service assessment, record voice notes that AI transcribes and extracts into structured info: recommended work, parts needed, and observations that become quote line items.
Session Comparison
Side-by-side fit measurement deltas across sessions. Visual timeline showing position evolution over time.
Fit Report Generator
Auto-generate branded PDF reports with measurements, recommendations, and before/after data for every fit session.
Setmore Integration
Two-way sync: appointments flow in with customer context. New bookings auto-create or match profiles. Pre-appointment view shows full fit and service history.
Dashboard & Calendar
Daily view with upcoming appointments (from Setmore), recent activity, pending quotes, follow-ups due, revenue summary, and smart alerts.
Navigation Integration
One-tap from any customer address to Google Maps, Apple Maps, or Waze with traffic and estimated arrival time for mobile service appointments.
Thank-You & Postcard Tracking
Automated thank-you email after every session. First-time customer flag with reminder to send physical postcard. Dashboard widget shows new customers without postcards this week.
Phase 2Months 5–7
Customer Portal & Novel Engagement
Launch customer-facing experience with unique features
Customer Portal
Mobile-optimized web app where customers view fit measurements, service history, quotes/invoices, component status, recommendations, and book appointments.
Digital Bike Passport (QR)
Unique QR card per customer with fit specs. Saveable to Apple/Google Wallet. Scannable at any shop with Tenacious branding on every scan.
Ride Readiness Score
Dynamic 0–100 score per bike based on component wear, fit age, service age, and weather exposure. Green/Yellow/Red visual gauge drives proactive service bookings.
Component Lifecycle Tracker
Every part tracked: model, install date, estimated life, Strava-based wear calculation. Progress bars show approaching end-of-life with proactive service alerts.
Position Change Visualizer
Animated stick-figure overlay showing before/after body position across fittings. Visual proof of value that's shareable on social media.
Ask Your Fitter Messaging
In-app chat between customer and fitter, tied to the customer profile. Conversations can convert directly to bookings.
Automated Follow-Ups
Rules engine for 2-week check-ins, 90-day follow-ups, seasonal reminders, wear alerts, anniversary re-fits, and post-service satisfaction surveys.
Invoice Portal View
Customers see their full quote and invoice history in the portal with payment status and downloadable PDFs. Reduces payment follow-up calls.
Phase 3Months 8–10
Intelligent Integrations & AI
Connect external data and add AI-powered intelligence
Strava / Garmin Integration
Customers connect activity accounts. Mileage feeds component wear, Ride Readiness Score, and performance tracking.
Fit-to-Performance Correlation
Track Strava data after fit changes. Measure impact on speed, power, heart rate, and comfort. Objective proof that fitting works.
AI Fit Assistant
ML engine suggests adjustments based on accumulated fit data patterns. Serves as an intelligent second opinion during sessions.
Weather-Aware Service Intelligence
Local humidity, heat, and rain data adjusts component wear curves and triggers proactive service reminders tuned to actual conditions.
Voice-to-Data Fitting Mode
Hands-free measurement dictation during fitting sessions via browser speech recognition. Faster, more professional fitting workflow.
Smart Cross-Sell Engine
Auto-identifies revenue opportunities: unfitted service clients, unserviced fit clients, and components due for replacement.
Revenue Intelligence Dashboard
Analytics on which services drive the most follow-on business, customer lifetime value, seasonal patterns, and conversion rates.
Photo & Video Annotations
Session photos with measurement overlays and before/after comparisons for visual documentation.
Pricing
Simple plans that grow with your shop. No hidden fees, no per-bike charges, no long-term contracts.
Starter
For solo fitters just getting organized
$49/month
billed annually — or $59/month billed monthly
- Customer database + fit measurement tracking
- Service history + multi-bike support
- Quote builder with cost/price per line
- Basic reporting
- 1 user seat
MOST POPULAR
Professional
For established fitters with a real client base
$99/month
billed annually — or $119/month billed monthly
- Everything in Starter
- Finance dashboard — revenue, cost tracking, profitability per job
- Xero accounting integration (more integrations coming — ask for yours)
- Setmore booking integration (more integrations coming — ask for yours)
- Voice assessment notes + AI transcription
- Customer quote approval workflow (accept / decline / modify)
- Automated thank-you emails + postcard tracking
- Up to 3 user seats
Need more seats, custom integrations, or an enterprise deployment? Contact us to discuss custom pricing.
Ready to consolidate your shop?
See how Tenacious Systems replaces your scheduling app, accounting software, spreadsheets, and paper forms with one connected platform.