From Local to Multi-State: How a Home Modification Contractor Automated VA and Medicaid Project Management
TABLE OF CONTENTS
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15-20 minutes eliminated per accessibility project update
100% capture of modification documentation and communications
Easily scaled to serve more areas across KS and MO
The Challenge
For TH, a Kansas City-based accessibility contractor, their mission of helping people thrive in their homes was being hindered by administrative overhead. Managing hundreds of home modification projects across Kansas and Missouri—ranging from Medicaid-funded jobs to VA Specially Adapted Housing projects—their team was spending precious time on manual data entry instead of serving clients.
The company used CapsuleCRM to manage client relationships and funding requirements, while maintaining separate Trello boards for each subcontractor's project execution. While this kept sensitive client medical and funding information secure, it created a scaling problem: each new service area or subcontractor required its own set of automation workflows, making expansion increasingly complex.
"Every time a subcontractor commented or uploaded documentation for an accessibility modification, someone had to manually copy that into our CRM," explains the owner. "With hundreds of active projects across two states, and different funding sources like Medicaid and VA, we were drowning in updates."
flowchart LR subgraph CapsuleCRM A[New Deal] D[Deal Updates] end subgraph "Trello Boards" B[Kansas Board 1] C[Missouri Board 1] E[...] end %% CapsuleCRM to Trello flow A -->|Create cards| B %% Trello to CapsuleCRM flow B -->|Comments| D B -->|Attachments| D B -->|Status Updates| D style A fill:#e1f5fe style D fill:#e1f5fe style B fill:#fff3e0 style C fill:#fff3e0 style E fill:#fff3e0
The Solution
Zapier Trello connector doesn’t capture Trello guest comments, so
Working with Connex, they implemented a unified system that could handle their complex requirements:
- Unified Webhook System
- Captures all Trello project updates across both states
- Single automation handles all funding types and subcontractors
- No additional setup needed for new service areas
- Dynamic Status Mapping
- Google Sheets matrix connects project stages to funding requirements
- Easy modifications for different types of projects (Medicaid, VA, private pay)
- Adapts to changing regulations and requirements
- Automated Information Flow
- Subcontractor updates instantly sync to client records
- Critical documentation properly filed for funding compliance
- Complete modification history maintained for regulatory requirements
The Results
- Time Saved: 15-20 minutes eliminated per accessibility project update
- Coverage: 100% capture of modification documentation and communications
- Expansion: Easily scaled to serve more areas across KS and MO
- Compliance: Better documentation for Medicaid and VA requirements
"Now TH can focus on what matters most - helping people create spaces where they can thrive." - Implementation Specialist
Quick Implementation Tips
Ready to Scale Your Impact?
- Document your current compliance processes
- Map information flow between systems
- Start with a single funding type
- Scale to additional service areas
Want to learn more about implementing similar automation for your accessibility services? Start with a free process audit to identify your biggest time-saving opportunities.