How a Home Modification Contractor Automated VA and Medicaid Project Management

The Challenge

"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

1. 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

2. 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

3. 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?

1. Document your current compliance processes

2. Map information flow between systems

3. Start with a single funding type

4. Scale to additional service areas