Outreach

Client partnership summary detailing the pain points we solved, our value propositions, the impact achieved, and the collaborative team structure - which can serve as a practical example of how we work with clients in this business market.

Problem Statement

Core Pain Points

Three Bears Alaska's rapid expansion through acquisitions has created operational challenges that their existing systems couldn't handle at scale. With 29+ locations and counting, as well as a slew of popular grocery and retail supplier vendors, the company needs universal tools that can serve all stores consistently. Their core pain points included:

Fragmented vendor management: Store managers have had to navigate multiple disparate ordering systems (internal warehouse, Costco, UNFI, and numerous other vendors), each with different interfaces, data formats, and workflows
Inventory optimization struggles: Without predictive capabilities and clear display of current 'On Hand' values both in store and at the vendor level, stores frequently experienced shrink from over-ordering or lost sales from under-ordering, directly impacting profitability. 'Often the lack of a product on the shelf does not indicate a lack of product in the back, nor an assured trend of higher sales'
Outdated operational processes: Stores have relied on manual methods like physical stickers for markdown labels rather than modern digital systems, pen and paper for tax exemption signatures, and hand-adjustments to purchase orders before sending them to suppliers.
Limited adoption of existing tools: Previous solutions (like the handheld printer integration we designed) have gone unused due to deployment timing, change management challenges, and competing operational priorities.

Cause of Problem

The underlying causes stemmed from Three Bears Alaska's aggressive growth trajectory combined with legacy operational approaches:

Rapid acquisition pace: Buying new locations "left and right" has meant onboarding stores with different systems and processes faster than standardization could occur. Additionally, Three Bears operates multiple store formats (convenience stores, gas stations, full-service grocery stores, sporting goods outfitters, and hardware stores), each requiring different operational workflows that complicate universal tool deployment
Vendor ecosystem complexity: Each supplier (internal warehouse, Costco, UNFI, and other vendors) have had their own ordering portal, data format, and requirements with no integration layer
Lack of data normalization: Critical information like pricing, unit-to-case ratios, UPCs, on-hand quantities (both store and vendor), etc. have not been integrated into the disparate by-vendor purchase ordering solutions, causing a lack of vital information during the ordering process
Absence of predictive analytics: No system leveraged historical sales data to recommend optimal order quantities based on demand patterns
Change management gaps: Even when tools are built (like the printer app), inconsistent deployment and training has led to low adoption
Preference for baisc manual processes: Due to the quick pace of development, to avoid the slowness of communication and beauracracy, low up-front effort solutions are preferred, leading to unoptimized solutions that at least get the job done in the meantime

Daily Challenges of Problem

These systemic issues have created concrete daily frustrations for Three Bears Alaska team members:

Store Operations & Purchasing Teams

Wasted hours bouncing between multiple vendor ordering systems, each requiring different workflows
Manually comparing prices, quantities, and availability across vendors without standardized data formats (if this is done at all)
Not ordering needed items or over ordering even with reserve items due to not having visibility of current stock in storage
Double-ordering items because they couldn't see what was already in-transit
Time-consuming searches for products not currently on shelves due to lack of comprehensive product databases
Applying physical stickers for markdowns rather than using modern digital labeling systems

Finance & Accounting

Direct revenue loss from shrink caused by over-ordering perishables and other inventory
Missed sales opportunities from under-stocking popular items
Manual reconciliation of tax exemption documentation when state auditors requested compliance proof
Risk of penalties if signatures or exemption records couldn't be produced

IT & Management

Low ROI on previously built tools (BI reports & printer connection) due to spotty deployment and user adoption
Managing credentials and access across numerous vendor portals/tools
Lack of visibility into inventory and purchasing decisions
No centralized reporting to identify purchasing patterns, inefficiencies, or optimization opportunities

Operational Impact

Slower purchasing workflows have meant managers spent less time on customer service and store operations
Inconsistent processes across locations as each store has developed their own workarounds
New store onboarding complexity increased with each additional vendor relationship
Difficulty scaling operational best practices across the growing store network

Why They Chose FortisureIT

Customer Desires

Three Bears Alaska initially sought a development partner who could create PowerBI reporting solutions to help store-level employees make intelligent ordering decisions. They needed access to real-time inventory data, on-hand quantities, and sales trends that would inform purchasing across their rapidly expanding store network.

However, when their reporting initiative failed to gain traction with end users—who didn't have time to pull up, analyze, and apply separate reports during their ordering workflow—Three Bears needed a partner who could think beyond the initial ask. They were looking for someone who would:

Challenge assumptions and identify root problems rather than simply execute revision requests
Provide consulting and strategic guidance alongside development work
Adapt quickly as business priorities shifted with ongoing store acquisitions
Iterate and improve solutions based on real-world feedback
Work within the constraints of a fast-moving retail operation

Evaluation Criteria

While Three Bears Alaska discovered FortisureIT through Upwork, their continued partnership has been based on evaluating several key factors:

Problem-solving approach: Ability to diagnose underlying issues rather than treating symptoms
Technical adaptability: Willingness to rebuild solutions when technology limitations emerged (PowerApps → PHP → Next.js progression)
Consulting mindset: Providing honest feedback and alternative solutions rather than blindly accepting every request
Iterative development capability: Building proof-of-concept versions, learning from them, and evolving the solution
Engagement flexibility: Accommodating shifting priorities and timelines as the business rapidly acquired new locations
Speed of delivery: Moving quickly while balancing quality (though this remains an evolving negotiation)

Key Reasons for Selection

Three Bears Alaska has repeatedly expressed satisfaction with the FortisureIT partnership for several core reasons:

Strategic Partnership vs. Order-Taking When the initial reporting approach failed, FortisureIT didn't simply revise the reports as requested. Instead, we challenged the premise—noting that no report redesign would solve the fundamental problem of users not having time to consult separate dashboards. Our recommendation to embed intelligence directly into the ordering workflow demonstrated a commitment to solving their actual business problem, not just completing assigned tasks.

Technical Evolution & Persistence Rather than abandoning the project when the PowerApps proof-of-concept couldn't handle production traffic and data volumes, we rebuilt the solution in PHP, then later modernized it to Next.js with predictive analytics capabilities. This demonstrated both technical range and commitment to the long-term success of the platform.

Flexibility During Rapid Growth As Three Bears Alaska acquired stores "left and right," their ability to pivot development priorities became critical. FortisureIT's engagement model accommodates these shifts, allowing them to redirect focus as operational needs change across their expanding footprint.

Honest Consulting Guidance We don't simply ship what's requested—we provide perspective on whether requested solutions will actually address the underlying need. This has helped Three Bears avoid spending money on approaches that wouldn't deliver value, even when it means pushing back on client requests.

Navigating Different Working Styles The partnership continues to evolve around balancing Three Bears' preference for rapid deployment with iterative refinement against FortisureIT's emphasis on polished, well-tested solutions before release. Three Bears has historically preferred to 'move fast with things a little bit messed up, then fix them later', while FortisureIT advocates for thorough QA to prevent costly post-release fixes.

For example, Three Bears has declined to pay for formal testing, preferring to handle QA internally—but in practice conducts minimal testing before releases. This has occasionally led to production issues that require emergency fixes or result in client frustration. Moving forward, there's significant opportunity for FortisureIT to guide Three Bears toward more structured UAT processes that balance speed with quality assurance. FortisureIT will be learning and developing exactly what a process like this would look like.

Despite these growing pains, Three Bears Alaska has consistently expressed appreciation for the partnership and continues to expand the engagement scope—a testament to the overall value delivered.

Before & After Scenarios

Before Scenario

Operations Team Store managers and department supervisors faced the most significant operational friction. When placing orders, they had no access to predictive analytics or historical sales data—forcing them to guess order quantities based on instinct and incomplete information. Further, staff lacked visibility into current on-hand inventory, meaning they either had to make physical trips to back-of-store storage areas or—more commonly—simply guesstimate quantities and often get it wrong.

Additionally, each vendor required using a completely different ordering system. Placing orders from the internal warehouse meant logging into one tool, while ordering from Costco required a separate platform with different workflows, data formats, and capabilities. This vendor fragmentation slowed the ordering process and increased the cognitive load on already time-constrained staff.

Finance Team Tax exemption documentation followed a completely manual workflow. Cashiers recorded customer information from physical tax exemption cards onto paper forms, collected signatures, then passed documents up the chain. Finance staff scanned these papers and manually entered data into spreadsheets—creating opportunities for lost documents, transcription errors, and compliance risk when state auditors requested verification.

From a broader financial perspective, the lack of ordering intelligence led to direct revenue impact. Over-ordering perishables and slow-moving inventory created shrink, while under-ordering popular items resulted in lost sales opportunities. Without data-driven guidance, stores struggled to optimize this balance.

IT Team The IT department managed credentials and access across numerous vendor portals while fielding support requests for systems they didn't control. When operational needs changed—like restricting a specific store's access to a feature they were using incorrectly—IT had no ability to make modifications to third-party vendor platforms. They were locked into rigid, inflexible tools that couldn't adapt to Three Bears' evolving operational requirements.

After Scenario

Operations Team SmartPO consolidated ordering from two of Three Bears' largest vendors (internal warehouse and Costco) into a single unified interface. Store staff now place orders from one platform with consistent data formats, eliminating the time spent switching between systems and re-learning different workflows. Predictive algorithms leverage historical sales data to recommend order quantities directly within the ordering workflow, removing the guesswork that previously led to costly ordering errors.

Real-time visibility into back-of-store inventory levels means staff can make informed decisions without physical trips to storage areas. Normalized product data across vendors displays pricing, unit-to-case ratios, UPCs, on-hand quantities (store and vendor levels), and in-transit orders consistently—providing the context needed for intelligent purchasing decisions.

The tax exemption process also became significantly easier for in-store staff. Cashiers now enter information and capture signatures electronically rather than managing paper forms, collecting physical signatures, and passing documents up the chain—freeing them to focus on customer service instead of administrative paperwork.

Finance Team Tax exemption documentation shifted from a paper-based manual process to an automated digital workflow. Electronic capture generates automated daily reports that flow directly to finance systems—eliminating manual data entry, physical document handling, and the scanning/filing workflow entirely. Built-in audit trails provide the documentation needed for state audit requests without manual reconciliation.

From a broader financial perspective, predictive ordering recommendations help prevent both over-ordering (reducing shrink) and under-ordering (reducing lost sales). While comprehensive ROI metrics remain to be formally measured, the operational improvements in ordering accuracy and inventory visibility create direct pathways to reduced waste and increased revenue.

IT Team The IT department can now lean on FortisureIT for any platform flexibility they need. When a liquor department manager reported that they couldn't leave their station to retrieve printed purchase orders from the back office, Three Bears requested an optional 'additional purchase order receiver email' feature. FortisureIT implemented and deployed the solution within weeks—a type of rapid adaptation impossible with third-party vendor portals.

IT also gained direct control over key metrics that drive the predictive algorithm—like days-on-hand goals—through database values they can adjust themselves. Previously, these targets were just numbers displayed on screen that orderers had to manually factor into their decisions. Now, adjusting a days-on-hand goal in the database directly influences the algorithm's recommendations across all stores, giving IT meaningful control over ordering behavior without requiring code changes.

This responsiveness extends beyond feature additions to access control, workflow modifications, and ongoing platform evolution. Three Bears moved from fragmented, vendor-specific processes to a centralized platform under their control, transforming IT from managing rigid vendor systems to stewarding an adaptable platform that evolves with their business.

Benefits & Impact

Three Bears Alaska moved from fragmented, manual processes spread across multiple vendor platforms to a centralized, intelligent system under their control. The platform scales across their multi-format store network and positions them to onboard new acquisitions and expand vendor coverage with significantly less friction. As comprehensive metrics are gathered, the following areas represent key impact categories:

Time Saved: [Placeholder: Average time saved per order / per store / per week]
Consolidated ordering eliminates switching between vendor systems, while digital tax exemption removes manual paperwork handling entirely.

Error Reduction: [Placeholder: Reduction in ordering errors / shrink reduction percentage]
Predictive recommendations and real-time inventory visibility reduce the guesswork that previously led to over-ordering and under-ordering.

Workflow Acceleration: [Placeholder: Orders processed per hour / workflow completion time]
Single-platform ordering with normalized product data streamlines the purchasing process from product search to order submission.

Decision-Making Improvements: [Placeholder: Adoption rate of recommendations / inventory accuracy improvement]
Embedded analytics surface recommendations at the point of decision rather than requiring separate report consultation.

Customer Experience: [Placeholder: Customer satisfaction score / operational efficiency index / qualitative feedback]
Optimized ordering means customers are more likely to find the products they need with fresher expiration dates, and digital tax exemption capture provides a more seamless checkout experience.

Service Mapping Tags

Service Tags

Process Automation
Workflow Orchestration
Integartions
Mobile (Web) App Development

Industry Tags

Retail

Use Cases

Order Creation & Tracking
Predictive Analysis
Information Consumption & Storage

Problem Statement​

Core Pain Points​

Cause of Problem​

Daily Challenges of Problem​

Why They Chose FortisureIT​

Customer Desires​

Evaluation Criteria​

Key Reasons for Selection​

Before & After Scenarios​

Before Scenario​

After Scenario​

Benefits & Impact​

Service Mapping Tags​

Service Tags​

Tech Tags​

Industry Tags​

Use Cases​