Monadnock Environmental streamlines invoicing, project management, and operational visibility with Aldoa

Overview

Monadnock Environmental Consultants is a New Hampshire based environmental consulting firm specializing in site investigation, remediation, and compliance. Like many small, high-output environmental and geotechnical engineering teams, they needed a system that could keep projects, clients, budgets, and billing moving without relying on scattered tools and manual processes.

The Challenge

Before Aldoa, operations were spread across multiple systems and manual workarounds. Client and contact data was hard to manage, project planning lived in separate systems, and billing required time-consuming document creation and constant searching for field details. The team described trying to force a fit with accounting tools and templates rather than running a workflow built for environmental consultants.

Elizabeth MacIntire, Administrative Manager, summarized the core issue:

“We were trying to do everything in QuickBooks and it it just wasn’t working because QuickBooks isn’t designed for what we needed it to do.”

The biggest problem was invoicing. As project volume increased, billing became unmanageable and consumed leadership's time. Important project information like field expenses and usage details often had to be tracked down late in the cycle, slowing down invoices and reimbursements.

The Solution

Monadnock adopted Aldoa to centralize the systems they were patching together and to create a more standardized, repeatable process across CRM, project planning, time and budget tracking, and invoicing.

Key improvements included:

Centralized CRM and project records: Monadnock moved client contact information, project details, and historical context out of spreadsheets and disconnected systems into a single source of truth. Instead of searching through QuickBooks, Excel files, or emails, the team can now view client information directly within each project. This gave them clearer visibility across active and long-running environmental projects and eliminated manual tracking of client data.

Unified project planning and internal communication: By bringing project planning, task tracking, and communication into Aldoa, Monadnock reduced its reliance on tools like Microsoft Teams and Planner. Project logs, field tasks, and internal updates now live alongside budgets and billing data, making it easier for both office staff and leadership to stay aligned without switching between systems.

Faster, more consistent invoicing workflows: Aldoa replaced manual invoice creation in Word and Excel with structured, repeatable billing workflows. Budget tracking, time entries, and project activity are visible in real time, allowing invoices to be generated faster and with fewer handoffs. This significantly reduced the administrative load tied to invoicing and helped prevent delays caused by missing or incomplete information.

Improved capture of field expenses and usage details: Field expenses and material usage are now captured closer to the source through project logs and expense tracking, rather than being reconstructed weeks later from field notes. This eliminated the need to chase down technicians or review paper records at invoice time, dramatically improving billing accuracy and turnaround speed.

Standardized invoice formatting and branding: With invoices generated consistently through Aldoa, Monadnock eliminated formatting inconsistencies that previously required rework and approvals. Standardized invoice layouts now support a consistent brand, improve professionalism, and reduce time spent correcting outdated or mismatched templates.

Jason Pelchat, a principal at Monadnock, highlighted the consolidation benefit clearly:

“Instead of using Teams, Planner, and all the other tools we had going on, we’re now able to do it all in one system.”

The Outcome

With Aldoa in place, Monadnock began turning around billing and reimbursement cycles dramatically faster, while also freeing leadership time back to billable work. The team described a meaningful shift in operational pace once they started fully utilizing budgets and workflows inside Aldoa.

Elizabeth shared a concrete example tied to their state reimbursement work: reimbursements that used to be delayed six to seven months were now being turned around within a month, and often faster, because invoices were ready as soon as deliverables were completed.

With Aldoa powering the business, Monadnock was able to dramatically shift leadership's time away from invoicing and back into billable work, improving profitability & speeding up cash flow. For a services business where billable hours are so critical in driving revenue, this fundamental change in time management allowed Monadnock to increase capacity & grow the businesses without adding any administrative burden.