Customer Story: Verus

Overview

Verus Metrology Partners is an independent metrology consultancy serving some of the largest medical device manufacturers in the world. For over 17 years, the company has delivered precision measurement solutions, metrology fixtures, and turnkey programme design to Fortune 500 medtech clients across the US, UK, and beyond.

“We specialise in medical plastic devices,” explains Mark Devanney, Staff Design Engineer at Verus. “We do independent measurement, create fixtures, and build both stationary and automated metrology programmes.”

With over 15 years at the company, Mark has seen Verus grow from a small startup to a globally active consultancy. He’s been at the forefront of that growth, playing a dual role in engineering and internal systems development. In fact, Mark was one of the first three employees, joining straight out of university. He’s watched the company evolve from informal Excel tracking to adopting and discarding complex enterprise software—and now, to a fully integrated CRM system.

The challenge: Four systems with zero integration

Before working with Provident CRM, Verus cycled through multiple platforms in search of a scalable, effective CRM. They tried everything from spreadsheets to SAP to Salesforce but nothing was quite right.

“We were promised the world by Salesforce. It was going to be cost-effective, do everything we needed,” Mark says. “But just like SAP, it ended up only working for finance and CRM. Everyone else kept using Microsoft Planner.”

The result was a tangled web of siloed tools with marketing and finance in Salesforce, project teams in Planner and communication that lived in Teams and email. 

“It was a mess,” Mark says.

“There was no connection. Everything had to be duplicated. People were copying and pasting across systems just to stay aligned.”

Team members would often have to raise the same project information in two or even three places. Quote requests had to be retyped in separate systems. Cost approvals required emailing files back and forth. 

Mark researched alternatives and found monday.com, but building out a full, cross-functional CRM system is a tall order.

The solution: Finding an expert to create streamlined systems

Once Mark proved monday.com could replace Verus’ existing tools, he reached out to Provident CRM.

“We got the system as far as we could ourselves. But we hit a wall when it came to automations, integrations, and connecting it all to Xero,” Mark explains. “Provident were platinum partners. They knew Make, Xero, monday. They had the experience we needed.”

From the first engagement, Provident CRM took a different approach. Rather than simply telling Verus what they could do, they built tailored demos showing exactly how the workflows would function.

The engagement also stood out for its clarity. Provident CRM clearly defined project phases, communicated consistently, and treated the project as a true partnership.

Provident were Platinum partners…They had the experience we needed. That gave us confidence right away. Other vendors had over-promised and under-delivered. Provident showed us they could actually deliver.

– Mark Devanney, Staff Design Engineer, Verus

Four new systems

Provident CRM and Verus worked together to build a custom monday.com setup that integrated quoting, project planning, purchase orders, invoicing, and account management, all of which tied into Xero. Importantly, the system was built with end-users in mind with clean interfaces, clear workflows, and minimal need for technical knowledge.

1. Custom Quoting System

The old quoting setup was tedious. Quotes were hard to edit, didn’t handle customisation well, and any changes required starting over.

Provident CRM built a new quoting engine within monday.com that uses calculators, sub-items, mark-ups, and discounts that are all fully editable in-line.

“Now, if a customer wants a change, we just update the quote and click generate. No duplication, no rework,” Mark says. “It’s a massive time saver.”

More importantly, the system was designed to match how Verus actually worked—not the other way around. Quotes now dynamically pull in pricing logic, optional items, and adjusted line totals, while leaving full flexibility for customer-specific configurations.

2. Purchase Orders

A new PO system was also built in monday.com, complete with approval workflows, supplier lists, and automated number generation.

“Our old tool required you to memorise product codes. Now, it’s simple: you enter the details, select the supplier, and the system handles the logic. It even ensures only UK approvers can approve UK POs, and the same for Ireland.”

Since launch, the PO system has gone through multiple stress tests—including curious users pressing buttons to “see what happens.” Provident CRM tightened the logic iteratively, resulting in a resilient system that’s now used across the company.

3. Invoicing Integration

Provident CRM implemented a three-stage invoicing model that pushes invoices directly to Xero based on deal stage. Each stage is triggered with a single click.

“Before, invoicing required multiple people. Now, whoever owns the job can just set a status and send it straight to finance.”

The visibility into which invoices have been sent, paid, or are pending has also helped Verus better forecast revenue and manage cash flow without needing to pull manual reports.

4. Account Syncing with Xero

With two entities—Verus Ireland and Verus UK—Provident CRM helped configure logic to send accounts to the right Xero instance and keep everything updated in real time. This eliminated inconsistencies in account records and gave each regional office a clean, accurate data source.

5. Project Management

Perhaps the biggest transformation came from the switch to centralised project collaboration.

“Every project now has a job card,” Mark says. “All communication lives there. We tag people, track comments, and even send customer emails directly into the card.”

By removing the need for scattered Teams messages and internal emails, it’s easier for anyone to jump into a project and get up to speed. Automated reminders, comment tagging, and centralised documentation make job handovers and updates seamless.

The results: Workflows that work

The new system delivered across the board:

✓ 100% adoption across every team
✓ 50%+ cost savings vs previous systems
✓ Significantly reduced admin time for quoting, invoicing, and POs
✓ Faster customer approvals through automated document workflows
✓ Improved collaboration across business development, design, manufacturing, and metrology

“One of the best signs was when I saw other departments building their own boards without being told,” Mark says. “They saw the value and ran with it.”

The metrology and design teams have even begun using monday.com to streamline customer documentation and fixture approvals. In one case, a digital sign-off workflow reduced email delays and led to an improved customer experience.

“It used to be a PDF we filled manually and emailed to the customer. Now, it’s a link. They sign it digitally, and the system notifies us automatically. Multiple clients told us it’s way better.”

Automated admin

The metrology team saw similar gains with automated reporting. And across all teams, admin burden dropped.

“We’re saving huge time on admin. And that’s time people can spend on work that adds value.”

Client account leads (CALs), in particular, benefit from real-time visibility. Instead of tracking down updates from design or manufacturing, they now get everything in one view—reducing lag time and increasing transparency.

And the quoting tool in particular? A game changer.

“From feedback, that’s been the most improved process. Compared to our old system, it’s night and day.”

Increased knowledge

A big part of Verus’ success came from their ability to learn from Provident CRM’s implementations.

“I’d go into something Shauna had built, poke around the automations, and learn from how she set it up,” Mark says. “That let us build our own tools: time-off boards, overtime tracking, expenses, all in monday.”

But Verus didn’t just copy—they adapted. Verus has now created internal standards for layouts, automation best practices, and data security rules. This gave each team confidence to build independently while staying aligned.

Provident CRM didn’t just implement a new system—they empowered Verus to grow with it.

Mark’s advice to companies in a similar position?

“Give a curious person in your company a licence and let them explore,” he says. “Let them build something in monday for a few weeks. You’ll find out very quickly if it’s a fit.”

Verus proved that the right system doesn’t just work – it transforms how teams collaborate. You can experience the same. Start your free trial of monday.com and begin building workflows that actually fit your business.

That internal curiosity helped Verus understand their needs more clearly, which made the handoff to Provident more effective.

“By the time we brought in Provident, we knew exactly what we wanted. That meant no wasted time. Just progress.”

Trusted experts

For Mark, the Provident CRM team stood out in three key ways:

✓ Deep expertise: “There were questions I asked that monday support couldn’t answer—but Provident could.”

✓ Clear communication: “Shauna was fantastic. Always quick to reply, always had a solution.”

✓ Real partnership: “You didn’t just build stuff. You taught us. We’re building things ourselves now because of what we learned from you.”

What’s next? Phase two

Verus isn’t done. Next up: bringing training programmes, ISO compliance, and a full quality management system into monday.com.

“We’re moving our training programmes into monday.com, with automated reminders, status tracking, and competency matrices for ISO,” Mark says. “That’ll be the foundation for other teams to do the same.”

In addition, Verus is exploring integration of quality audits, equipment calibration tracking, and document control workflows—all built in monday.com and guided by Provident CRM.

They’re already planning a Phase 2 with Provident CRM to continue expanding the system.

“This whole experience has been very enjoyable,” Mark concludes. “We’ve tried so many tools over the years. This one works. And working with Provident has been absolutely fantastic.”

About Provident CRM

We’re an independent consultancy that works with leading digital solutions for CRM (Customer Relationship Management) and business processes. We’ve helped hundreds of teams across Ireland, the UK, and Europe roll out customised systems that make their work lives easier, so they can better serve their customers. We dedicate our time to getting to know our clients to find the right solution for their business, build workflows that make sense, enhance cross-team communications, and create automations that cut through admin so everyone can focus on what matters – their customers’ success.