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From paper chaos to scalable growth with Motii & Pipedrive
This case study explores how P.A.P Heating Solutions, a Canberra-based floor heating business, transformed its operations by moving from manual, paper-based processes to a fully digital system using Pipedrive, implemented with the help of Motii.
Like many growing trade and project-based businesses, P.A.P Heating Solutions struggled with disconnected systems, lack of visibility, and time-consuming administrative work. There was no central way to track leads, quotes, or client communication, making it difficult to manage jobs efficiently or scale operations.
With Motii’s support, the business implemented a tailored CRM system that centralised workflows, streamlined communication, and eliminated manual processes. The result was not only immediate time savings, estimated at over 100 hours, but also a faster path to growth, improved lead management, and greater operational clarity.
This case study breaks down the challenges, solution, and measurable impact of that transition, offering insights for other businesses looking to implement Pipedrive or improve their internal systems.
When Ryan took over P.A.P Heating Solutions, the business was operating entirely on manual processes.
“As I took over this company, it was paper-based. So, we're essentially printing plans off, filing them. We had no way of tracking any kind of emails, quoting, phone calls, correspondence whatsoever. So, it was an absolute mess.”
Key issues included:
The result was a disorganised operation that limited efficiency, accountability, and growth.
Motii worked with P.A.P Heating Solutions to implement Pipedrive as a centralised CRM and operational system.
This included:
Rather than Ryan needing to learn and build the system himself, Motii handled the heavy lifting.
The implementation removed a significant burden from the business.
“It would be hours, probably 100 hours of my time that I just don't have to deal with setting it up and learning the system.”
This allowed Ryan to focus on running and growing the business instead of building internal systems.
All client communication, quoting, and job tracking now lives in one platform.
“That's pretty much brought all our quoting system, all our correspondence with clients, everything under the one banner… it's just allowed us to keep on track of everything.”
This shift created:
With systems in place, the business was able to move faster and operate more efficiently.
“Pipedrive and Motii and everything together has kind of just fast-tracked what I had to do. We could scale up so much faster and get the wheels in motion without having all the setup time.”
Instead of being slowed down by admin and setup, the team could focus on execution and expansion.
The team now actively manages leads through structured daily activities, improving follow-ups and conversion.
Ryan noted that this shift is already delivering positive results, highlighting the importance of having a system that drives consistent action.
A key part of the transformation was trusting external expertise.
“It seems like a daunting task… sometimes it's hard to let other people step in… But I think once I just let the team do everything, next thing it was done.”
By allowing Motii to take ownership of the setup, the business avoided delays and achieved faster results.
P.A.P Heating Solutions moved from a completely manual, paper-based operation to a streamlined, scalable digital system.
With Motii and Pipedrive in place, the business now has:
With structured systems and active lead management now embedded into the business, P.A.P Heating Solutions is positioned for continued growth — with the confidence that operations can keep up.
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