SecuredTech

Snapshot

What they do

SecuredTech keeps school districts' Chromebooks and iPads in service. A district ships a box of broken devices; SecuredTech diagnoses them, repairs them, and sends them back with an invoice — alongside parts, accessories, buyback and resale across the device's whole life.

Who they serve

K-12 districts running 1:1 device programs, where every student has a device and every broken one is a student without a classroom tool.

Engagement

Rebuilding repair operations natively in HubSpot, and handing the tools to their own team.

Systems

HubSpot as the operational record, with NetSuite behind it for inventory and finance.

The relationship

Feb 2024

First engagement — putting the CRM foundation in place.

Apr – Aug 2024

A revenue-operations roadmap, then the consulting to walk it.

Feb 2025

Portal and content work.

Nov 2025

Repair Operations Transformation begins — the rebuild of how repairs actually run.

Dec 2025 – Feb 2026

The model is designed: the device as a permanent record, one repair as one event against it, and a reusable catalogue of parts and labour.

Apr 2026

A full audit of the live system, which found work that had been built in a test environment and never promoted to the real one. The gap was named and the plan reset around it.

Apr – May 2026

The build: pause-and-resume on technician labour, the billing queue that routes a repair to whoever is paying for it, and invoice consolidation.

Jun 2026

Both custom applications handed over with training. Their team now owns them.

Where they started

Repair work ran on a third-party repair system plus a layer of inherited fields inside HubSpot that had accumulated from an earlier era. Live repairs sat in a legacy queue built for a different process, on field names nobody had chosen.

The real cost was structural: there was no single record of a repair. The physical device, the repair event, the parts and labour used, and the invoice all lived in different places. Grouping finished repairs into one district invoice was manual office work, and that invoice had to break out charges device by device, not just print a total.

So the question the business most needed to answer could not be asked. With a catalogue of more than sixteen thousand products moving through the operation, and a single device that might come back three separate times in two years, nobody could say what an individual device had cost to keep alive — or whether the work on it had made money.

What we delivered

A ten-stage repair pipeline that a device moves through from arrival to invoice, with a quality-control gate no repair ships without passing.
Every device as a permanent record carrying its own repair history — so a device that comes back is recognisably the same device.
A reusable catalogue of parts and labour, copied onto each repair rather than linked to it, so editing a charge cannot disturb the catalogue and a later price change cannot rewrite a finished repair.
Play, pause and complete controls on technician labour that move the repair's stage as the technician works.
Charges that sort themselves into parts and labour without anyone tagging them.
Consolidation of finished repairs into a single order per district, itemised device by device.
A three-way billing queue that routes each repair to whoever is actually paying — the district, the insurer, or the district's own budget.
A repair overview document generated for every job.
Two custom applications built into HubSpot: one the technician uses at the bench to scan parts onto a repair, one the office uses to gather finished repairs into an invoice.
Retirement of the legacy repair process the operation had outgrown.
A complete written account of the whole build — the applications, the data model, the workflow, the integration picture — so none of it lives only in someone's head.

What changed

A repair is now one record. The device, the work done on it, and every part and hour charged to it sit in one place, in the system the rest of the business already runs on. That is the thing that was missing, and it is the thing that makes serial-level cost a question anyone can now ask rather than a question with nowhere to go.

The invoice stopped being assembled by hand. Finished repairs gather into one order per district, broken out device by device, and route themselves to whoever is paying.

And the tools did not stay with us. Both applications were handed to SecuredTech's own team with training, and in the first week after the handoff nothing came back — nothing broke, nothing needed fixing. Their team is now extending the work themselves rather than waiting on anyone.