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Shield Security Co.: contracts, maintenance visits and quotes

A fire-system maintenance contractor in Riyadh with 12 users. It moved its contracts, visits and quotes from Excel and WhatsApp into one system that reminds about renewals and prints contracts on its own.

8 minUpdated Oct 27, 2026

Open in Corteksa

Before Corteksa

Contracts lived in Excel, visits in a WhatsApp group, and quotes in Word. Renewals were forgotten, tax was miscalculated, and the manager couldn’t know where any client stood without calling the technician.

The build, step by step

Stage

What they built

Guide

1. Data

Units for clients, contracts, visits, products and quotes, linked by relations

Create a unit from scratch, with Cortex AI or from a template · Link units with relations

2. Smart fields

A serial number QT-2026-0001, a catalog of line items with tax, and a rollup counting the visits done in each contract

Smart fields: calculation, rollup, lookup, serial number, catalog

3. The team

Two teams, “Riyadh” and “Eastern”. Technicians at If responsible, supervisors at Team-wide access, and the accountant read and export only

Create teams to turn on the Team-wide access level · Create a role and set its permissions

4. Old data

Importing 3,400 clients, updating the ones that exist by phone number

Import your data from Excel or CSV

5. Messaging

The company’s number on WhatsApp Web, linked to the clients unit, with round-robin distribution to sales

Connect a WhatsApp number by scanning a QR code · Lead distribution: how Corteksa decides who gets each new client

6. Automations

A visit generated for every month of the contract, a renewal reminder 30 days before with an approved template, and the contract PDF generated on approval

Automation actions: everything an automation can do · Create a message template and get it approved by Meta · Document templates: quotes, contracts and invoices as PDF

7. Follow-up

A due-date reminder on the visit date, and a “Contracts ending this month” dashboard

Add tasks to a record and follow them in My Tasks · Dashboards: the complete guide

The result

The manager opens a client’s record and sees their contracts, visits and messages. A quote takes two minutes to build, and the renewal reminder reaches the client on its own.